Payroll Basics for ADP Workforce Now® · PDF filePayroll Basics for ADP Workforce Now® Automatic Data Processing, ... Paydata Links and Icons ... whereas others fields differ based

Payroll Basics

for ADP Workforce Now®

Automatic Data Processing, LLC

ES Canada

PAYROLL LEVEL 1 FOR WORKFORCE NOW

2015 ADP, LLC ii W002_ILT_WFN80V02_0415

ADP’s Trademarks

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All other trademarks and service marks are the property of their respective owners.

© 2015 ADP, LLC. and its licensors. All rights reserved.


2015 ADP, LLC iii W002_ILT_WFN80V02_0415

Table of Contents

Module 1: Payroll Basics .......................................................................................... 1-1

Purpose………………....…….…………………………................................... 1-1

Objectives..………………….…….……..….…………………………............. 1-1

Payroll Navigation Overview. .................................................................................. 1-2

Tool Bar Navigation………….………………………….................................. 1-2

Navigation Icons………………………….……………............................ 1-2

Payroll Toolbar…..………………………….................................................... 1-3

Company Level Toolbar..……………...…………………………............. 1-3

Elements of the Payroll Toolbar....…………………………...................... 1-3

Employee Toolbar……………………….……………............................ ...1-4

Elements of the Employee Toolbar……………………......................... ...1-4

The Payroll Cycle. .................................................................................................... 1-5

Payroll Cycle Overview..…….…………………………................................... 1-5

Overview of the Icons in the Workforce Now Payroll Cycle ………............. 1-6

ADP Workforce Now® Modules and Features Overview ................................... 1-7

Modules Working with Payroll…..………………........................................ ............. 1-7

The Time & Attendance Module.….…………………………................. .......... 1-7

HR Module………………….……………............................................... .......... 1-7

Time Off Module…………..……………………….............................. ............. 1-7

Benefits Module…………..……………………….............................. ............... 1-7

Features Used with Payroll…………….………………................................... . 1-8

Security…….……….….…….……..….…………………………........... ......... 1-8

Effective Dating……….....……….……………...................................... .......... 1-8

Workflow……..………………............................................................ . .....1-8

Module 1: Debrief……………………………………………… ........................ … 1-9

Review Discussion……..…….…………………………................................. .... 1-9

Summary…………………..…….……..….…………………………............. ... 1-9


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Module 2: Processing Basic Payroll ........................................................................ 2-1

Purpose………….…………………………............................................... 2-1

Objectives..…………………………..…...…………................................. 2-1

Setting up Login ID’s and Passwords ..................................................................... 2-2

Overview………...…………………………...................................................... 2-2

Home Page Elements and Descriptions….…………................................. 2-3

Schedules Overview .................................................................................................. 2-4

Schedule Types.....…………………………...................................................... 2-4

Payroll Schedules………..…………..…...…………................................. 2-5

Payroll Schedule Image.…..…...…………................................................ 2-5

Pay Period Schedules….…..…...…………................................................ 2-5

Pay Period Schedule Image..…...…………................................................ 2-5

Payroll Schedules…………...…...………….............................................. 2-5

Creating Multiple Schedules…....…...…………................................................ 2-6

Demonstration: Creating Multiple Pay Period Schedules…..................... 2-6

Scenario………...………..…………..…...…………................................. 2-6

Activity: Creating Multiple Schedules in ADP Workforce Now®............ 2-6

Creating a Special Run Schedule…….....…................................................2-7

Payroll Schedule Type Image….…….....…................................................2-7

Demonstration: Creating a Special Run Schedule….................................2-7

Scenario………...………..…………..…...…………................................. 2-7

Activity: Creating a Special Run Schedule in ADP Workforce Now®..... 2-7

Editing Pay Period Schedules...………….................................................. 2-7

Demonstration: Editing Pay Periods Schedules..…….............................. 2-8

Scenario………...………..…………..…...…………................................. 2-8

Activity: Editing a Pay Period Schedule………………………................ 2-8

Payroll Data .............................................................................................................. 2-9

Cyclical and Non Cyclical Data……………...................................................... 2-9

Cyclical Data………………………….….…………................................. 2-9

Non Cyclical Data…..…...…………..…...…………................................. 2-9

Payroll Cycle Tools for Multiple Companies………..........................................2-10

Notes…………………………………...………………………................2-10

The Start New Cycle Icon 2-11

Accessing the Payroll Cycle (Single/Multiple)………………………… 2-12

Demonstration: Accessing the Payroll Cycle for a Single Company.......2-12

Demonstration: Accessing the Payroll Cycle for Multiple Companies…2-12


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Starting a New Payroll Cycle ................................................................................ 2-13

Overview………...………………………….....................................................2-13

Demonstration: Starting a New Payroll Cycle (Single)…………......... 2-13

Demonstration: Starting a New Payroll Cycle (Multiple)…….…......... 2-13

Scenario….………………………….….…………................................. 2-13

Activity: Starting a New Payroll Cycle (Multiple)................................... 2-13

Paydata.. .................................................................................................................. 2-14

Overview………...…………………………................................................... 2-14

Pay Rate Types…...………………………….................................................. 2-15

Salary………………………….….………….......................................... 2-15

Salary Example….…..…...…………..…...…………...............................2-15

Exception Hourly...…………….….…………..........................................2-15

Exception Hourly Example…………..…...…………...............................2-15

Hourly…………………………………………………………………… 2-15

Hourly Example………………………................................................... 2-15

Paydata Grids and Batches Overview .................................................................. 2-16

Paydata Grids and Batches…………………................................................... 2-16

Grid and Batch Example………….………….......................................... 2-16

Terms and Descriptions....…………..…...…………............................... 2-16

Paydata Entry Example…………………………..………................….. 2-16

Paydata Grids…………….…………………................................................... 2-17

Demonstration: Creating a New Paydata Grid....................................... 2-17

Scenario………….…………………………........................................... 2-17

Activity: Creating a New Paydata Grid……........................................... 2-17

Relabeling Column Headers...………………............................................... ..2-18

Demonstration: Relabeling Column Headers.........................................2-18

Scenario………….…………………………........................................... 2-18

Activity: Relabeling Earning 1 - Regular……......................................... 2-18

Relabeling: Regular - Code and Value Results…………......................... 2-19

Activity: Relabeling Double Time……..……......................................... 2-20

Relabeling: Double Time - Code and Value, Rate Results……............... 2-20

Copying and Customizing a Paydata Grid........................................................ 2-21

Demonstration: Copying and Customizing a Paydata Grid.....................2-21

Scenario………….…………………………............................................ 2-21

Activity: Copying and Customizing an Existing Paydata Grid............... 2-21

Editing a Paydata Grid...….………………….................................................. 2-22

Demonstration: Editing a Paydata Grid………....................................... 2-22


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Scenario………….…………………………........................................... 2-22

Activity: Editing a Paydata Grid………...…........................................... 2-22

Batch Pre-work (First time only)………………………………………..2-22

Managing My Lists...…….…………………................................................... 2-23

Demonstration: Manage My Lists……………....................................... 2-23

Scenario………….…………………………........................................... 2-23

Activity: Creating Managed Lists…………............................................ 2-23

Creating Batches ..................................................................................................... 2-24

Demonstration: Creating Paydata Batches….......................................... 2-25

Scenario………….…………………………........................................... 2-25

Activity: Creating a Paydata Batch (Hourly Payments)…....................... 2-25

Activity: Creating a Paydata Batch (Salary & Commissions Payments). 2-25

Paydata Navigation ................................................................................................ 2-26

Paydata Links and Icons……..…..................................................................... 2-26

Paydata Icons……………………............................................................ 2-26

Paydata Links..………………….............................................................. 2-26

Other Actions Terms and Descriptions..……........................................... 2-27

Adding a Column Overview............................................................................. 2-28

Demonstration: Adding a Column..…………....................................... 2-28

Scenario…………………..…………………........................................... 2-28

Activity: Add a Column…………….....……...........................................2-28

Inserting an Employee Overview...................................................................... 2-29

Demonstration: Inserting an Employee………...................................... 2-29

Scenario…………………..…………………........................................... 2-29

Activity: Inserting an Employee...….....……........................................... 2-29

Insert Employee - Option 2 Image…….....…........................................... 2-29

Fill a Column Overview…................................................................................ 2-30

Demonstration: Fill a Column in the Paydata Grid................................ 2-30

Scenario…………………..…………………........................................... 2-30

Activity: Fill a Column………....….....……........................................... 2-30

Fill Page Column Image..…….....….....……........................................... 2-30

Changing the Default Sort Overview................................................................ 2-31

Demonstration: Changing the Default Sort..…...................................... 2-31

Scenario…………………..…………………........................................... 2-31

Activity: Changing the Default Sort.....……........................................... 2-31

Changing Default Sort Image.....….....…….............................................. 2-31


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Deleting Sort Criteria…….................................................................................2-32

Demonstration: How to Delete Sort Criteria……..……….................... 2-32

Scenario…………………..…………………........................................... 2-32

Activity: Deleting Sort Criteria……………........................................... ..2-32

Deleting Sort Rows Image……………….…............................................2-32

Paydata Entries ....................................................................................................... 2-33

Entering Hourly Paydata................................................................................... 2-33

Demonstration: Entering Hourly Paydata............................................... 2-33

Scenario………………..…………………….......................................... 2-33

Activity: Entering Hourly Paydata.………………….............................. 2-33

Creating a New Payment Row………….......................................................... 2-34

Demonstration: Create a New Payment Row………............................. 2-34

Scenario…………………..…………………........................................... 2-34

Activity: Creating New Payment Rows……........................................... 2-34

Enter Overtime and Double Time Payments..................................................... 2-35

Demonstration: Create Overtime and Double Time Payments............... 2-35

Scenario……...………………….............................................................. 2-35

Activity: Entering Overtime Payments.……........................................... 2-35

Activity: Entering Double Time Payments…...........................................2-35

Verify Input ............................................................................................................. 2-36

Overview……………………..…..................................................................... 2-36

Terms and Descriptions…………............................................................ 2-36

Demonstration: Verify Input………………........................................... 2-37

Scenario……...………………….............................................................. 2-37

Activity: Verify Input…….…………..……........................................... 2-37

Preview Payroll and View Preview Results .......................................................... 2-38

Overview……………………..…..................................................................... 2-38

Demonstration: Request Preview Reports……………………………. 2-39

Scenario…………………….………………........................................... 2-39

Activity: Requesting Preview Reports...................................................... 2-39

Request Preview Image..….…………..……........................................... 2-39

Viewing Preview Results ........................................................................................ 2-40

Demonstration: Viewing Preview Reports……………………….….... 2-40

Scenario…………………….………………........................................... 2-40

Activity: View Preview Results……....................................................... 2-40

View Preview Results Image...………..……........................................... 2-40


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Extended Learning Opportunities……..……........................................... 2-40

Process Payroll Overview ...................................................................................... 2-41

Overview……………………..…..................................................................... 2-41

Demonstration: Processing Payroll………..……………………….….. 2-42

Scenario…………………….………………........................................... 2-42

Activity: Processing Payroll…..……....................................................... 2-42

Viewing Payroll Reports……..…..................................................................... 2-43

Demonstration: Viewing Payroll Reports…………………………....... 2-43

Scenario…………………….………………........................................... 2-43

Activity: Viewing Payroll Reports…. ......................................................2-43

Knowledge Check ................................................................................................... 2-44

Module 2: Debrief ................................................................................................... 2-45

Review Discussion…………..…..................................................................... ..2-45

Summary………….…………..…..................................................................... 2-45

Support After Class .................................................................................................. 3-1

Additional Online Resources…………….…………………………..........3-1

ADP Client Service Centre.....…......................................................................... 3-2

Accessing and Navigating in the Client Service Centre……………..........3-2

ADP Workforce Now® Support Centre.............................................................. 3-3

Accessing and Searching within the ADP Workforce Now® Support…... 3-3

The Bridge........................................................................................................... 3-4

Benefits to Registering for the Bridge…………………………………..... 3-4

Accessing and Registering for the Bridge..……………………………..... 3-4

The Bridge Registration/Login Page..…………………………………..... 3-4

Course Closing .......................................................................................................... 3-5

Summary………….…..……..…......................................................................... 3-5

Course Objectives………….…………….…………………………..........3-5

Training Evaluation……….…………….…………………………..........3-5

Payroll Level 1


Course Introduction


ES Canada

PAYROLL PART 1 FOR ADP WORKFORCE NOW®

COURSE INTRODUCTION

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Course Introduction

Course Purpose

This course has been designed to provide you with the knowledge and hands on experience

required to be comfortable using the Payroll for ADP Workforce Now®.

Course Objectives

Upon completion of this course, participants will be able to:

Navigate the Payroll Cycle

Identify all steps within the Payroll Cycle

Define the requirements for setting up payroll security

Evaluate how each of the ADP Workforce Now® modules and features work together

Log into ADP Workforce Now®

Create/edit pay period schedules

Access the payroll cycle

Start the payroll cycle

Set up paydata grids and batches

Create a list

Verify input

Preview payroll and view preview results

Process payroll


COURSE INTRODUCTION

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Course Agenda

This course we will explore several topics. Each topic and module within the ADP Workforce

Now® training has been designed to build upon the previous module/topic. Upon completion

of the training, you will have a complete picture of how each individual module functions, and

how they work together to create a complete solution.

In addition ADP provides three different online resource tools that are designed to support

your learning after class.

During this course, you will explore the following topics:

Modules Topics

Module 1: Payroll Basics Payroll Basics Overview

Payroll Navigation

Payroll Toolbar

Employee Toolbar

The Payroll Cycle

ADP Workforce Now® Modules & Features

Debrief

Module 2: Processing Basic Payroll Processing a Basic Payroll

Logging into ADP Workforce Now®

Schedule Overview

Starting a Payroll Cycle

Accessing the Payroll Cycle (Single/Multiple)

Starting a New Payroll Cycle

Paydata

Entering Paydata

Paydata Grids and Batches Overview

Relabeling Column Headers

Copying and Customizing a Paydata Grid

Editing a Paydata Grid

Paydata Batches

Managing My Lists

Paydata Navigation

Paydata Entries

Verifying Input

Preview Payroll and View Preview Results

Viewing Preview Reports

Process Payroll

Knowledge Check

Debrief

Module 3: Course Closing Support After Class

Course Closing

Payroll Part 1


Module 1: Payroll Basics

Automatic Data Processing, LLC ES Canada


MODULE 1 - PROCESSING BASIC PAYROLL

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Module 1: Processing Basic Payroll

Purpose

This module will provide an overview of the payroll features and how the other modules and

features work with payroll.

Objectives

At the completion of this module, you will be able to:






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Payroll Navigation Overview

Toolbar Navigation

Some icons are common to all toolbars, whereas others fields differ based on the menu they

appear in.

Toolbar Navigation Icons

The following chart displays the common elements found on all toolbars:

Icons Description

Help Icon The Help icon appears at the page and field level.

Page Level Help: Provides help regarding all fields on the current page.

Field Level Help: Provides specifics regarding the current field.

Search

The Magnifying Glass is found at both company level and the employee

level.

Company Level: When located on a company level page the window will

display a list of all companies listed within the client ID.

Employee Level: When located on an employee level page, the window will

display a list of all employees within the company code selected.

Note: The list of employees displayed will be determined by the filter

selected.

Scrolling Search

These icons appear at both the company and employee levels.

Company Level: When selected will toggle between companies.

Employee Level: When selected will toggle between employees.

Action Icon This icon appears in the all toolbars on all pages. It provides the practitioner

with access a variety of other options or pages based on the page it appears

on.



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Payroll Toolbars

Company Level Toolbar

An example of a company level toolbar is the payroll toolbar. It contains a variety of payroll

information, along with the navigation icons discussed in the chart on the previous page.

The payroll toolbar appears as follows:

Elements of the Payroll Toolbar

This chart provides a description for each field located on the company payroll toolbar:

Element Description

Status field Displays the status of the current payroll cycle.

Payroll Type Displays the type of payroll run: Regular or Special.

Pay Period End Date Displays the pay period end date listed in the schedule.

Pay Date Displays the pay date listed in the schedule.

Deduction Schedule/

Earnings Schedule

Each earning or deduction has its own schedule. This displays the payroll

earnings and deduction schedule. This schedule identifies if there are any

earnings and deductions that are scheduled to be processed this pay period.

Edit Schedule Link When enabled, provides access to the Pay Period Schedule.

Pay Cycle Icons Pay cycle consists of a seven-step process represented by icons that guide the

practitioner through the various activities processed in a payroll.

Note: Not all steps are required for each payroll.

Company Group Actions

Link

Provides access to features used by clients with multiple company codes. The

options available are: Start new payroll cycles, request previews or process

payrolls for multiple companies simultaneously.

Status field Displays the status of the current payroll cycle.



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Employee Toolbar

The employee level toolbar contains information specific to the employee that has been

selected, in addition to the navigation icons discussed in the previous chart.

The employee level toolbar appears as follows:

Elements of the Employee Toolbar

This chart provides a description for each field located on the company payroll toolbar:

Element Description

Tax ID Displays the tax packet the employee has been placed in.

Position ID This field will display either the position ID or associate ID, based upon the

selection in the setup. The field value will contain either the position or

associate ID.

Job Title Displays the employee's job title.

Home Department Displays the employee's home department.

Status Displays the employee's current status.



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The Payroll Cycle

Payroll Cycle Overview

The payroll cycle is a user friendly series of tasks designed to guide the practitioner through

their payroll entries. Most tasks will be used every payroll.

Note: The Add New Hires and Enter Employee Changes may not be required each pay.

Starting Point: Process > Payroll > Payroll Cycle or Start New Cycle

There are six steps in the payroll cycle outlined in the following chart:



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Overview of the Icons in the Workforce Now Payroll Cycle

The icons in the following graphic correspond to the six steps identified in the Workforce Now

payroll cycle:

The following table describes the purpose of each of these icons:

Icon Description

Start New Cycle Clears all temporary information from previous pay periods and advances the cycle

to the next pay period. Once the cycle has been started, the icon reads Cycle

Started and it is grayed out.

You cannot start a new cycle unless the previous cycle is complete and there is no

active user lock for the company. You must also accept the payroll before you start

a new cycle.

Note: A schedule must exist in order to start a new cycle.

Add New Hires Accesses the New Hire Wizards. These wizards contain step-by-step instructions

to walk practitioners through the required fields to hire a new employee. There is

also a Quick Hire Wizard to help speed up this process.

Note: You can also import new hires.

Enter Employee

Changes

Used to enter permanent employee changes.

Note: Changes can also be imported or entered though self service entry.

Examples: Address changes, direct deposit changes or pay rate changes.

Enter Paydata Contains three options: Current Pay, Payment Adjustment and EI History. Data can

be manually keyed or imported into paydata. When the cycle is closed, the icon

reads "View Paydata", when it is open it reads "Enter Paydata."

Examples: Entry of Hours, one-time deductions, manual cheque updates.

Verify Input Provides an opportunity to validate entries and balance values. Located directly

within ADP Workforce Now® the practitioner must validate and then mark as

inspected.

Preview This is a two-stage process: Request the preview payroll, and then View Preview

results. Only specific reports are available in preview mode. Previews can be

requested as many times as required to ensure accuracy.

Process This is a two-stage process: Process the payroll, and then view the payroll output

reports. The payroll data is sent to ADP for processing, and the final reports are

displayed in ADP Workforce Now® based upon your processing schedule.



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ADP Workforce Now® Modules & Features Overview

The payroll module works in conjunction with many other products and features to create a

seamless solution.

Modules Working with Payroll

Examples of modules that correspond directly with Payroll are Time & Attendance, HR,

Time Off and Benefits.

The Time & Attendance Module

Timecard information is entered/scheduled in the Time & Attendance module and then sent to

Payroll for processing.

Example: Timecards have been gathered and approved for processing. The Time &

Attendance practitioner with the appropriate security access selects the Prepare for Payroll

process to initiate the transfer of data to payroll. Time & Attendance data joins the payroll

data at the Verify Payroll stage and appears on preview and process reports. Once the payroll

is processed the payment are made to the required employees.

HR Module

In the past when HR and payroll were separate, entries had to be made multiple times or

imports were required to ensure that both systems were in sync. Workforce Now® allows the

personal data to be entered once and all modules purchased link to that information.

Example: Sally Hodgen is hired as a salaried employee and needs to be paid. Sally's name

will automatically appear within payroll due to the integration with the HR module. No

additional entries are required.

Time Off Module

Workforce Now® allows the Time Off information to be entered once and visible in both

payroll and time off sections of Workforce Now®. The two modules also have a direct feed so

that time information can be prepared for payroll and it will feed directly into payroll.

Example: An employee is entitled to two weeks vacation. An employee requests one week of

vacation through the employee self-service request feature. The time off request is approved

and the vacation is automatically paid out through payroll on the required dates.

Benefits Module

An integrated Benefits module may be included with your implementation if you purchase the

HR module as well. The Benefits module allows you to set up and manage various benefit plan

types, including Health and Welfare, Insurance and Custom benefit plans.

Example: Your organization has a different benefits package for new employees depending on

the level for which they are hired. Regular employees are eligible for the Bronze Benefits

Package, while anyone hired as a Manager is eligible for the Silver Benefits Package. You can

create separate Benefit Offerings to reflect the various Benefits packages your organization

requires.



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Features Used with Payroll

Here are some examples of features that enhance the Payroll module:

Security

The Security feature provides practitioners with the ability to create security at:

Menu level: Practitioners can specify which menus and submenus for which each

profile has view and/or edit privileges.

Person and company level: Where personal level access is granted.

Example: The Payroll Supervisor is responsible for opening the pay cycle, reviewing the

preview reports for accuracy and then processing the payroll once validated. Create a custom

practitioners profile that provides access to the menu options for opening a pay cycle,

previewing reports and processing payroll.

Effective Dating

The Effective Dating feature allows practitioners to identify when a task will take place, today

or in the future. Future-dated entries will remain in ADP Workforce Now® until the date

entered falls within the payroll period dates.

Example: Annual raise amounts have been confirmed for all associates in the company. The

payroll administrator has decided to be proactive and key the entries in advance with a date in

the future. The entries will not take effect until the effective date falls within the payroll period

dates.

Workflow

Workflows can be designed to create a notification or an approval process when specific

changes are made. When a change is made, the workflow is triggered and a notification and or

an approval request goes to the recipient's message centre for review.

Example: Using the example of a raise, Sally (manager) enters a raise into the system for

Jacob (employee). A workflow is then triggered sending a notification to Sally's manager with

an approval request to Brenda in HR. The item must be approved by Brenda before the change

is processed in payroll.

Additional Resources

For additional information, refer to the following training courses:

Workflow Management

Effective Dating

Security



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Module 1: Debrief

Review Discussion

Discuss the following considerations:

1. How will the unification of modules and features benefit or reduce the workload in your

company?

2. Are there any similarities between the steps in your current payroll system and the

Workforce Now® Payroll Cycle?

Summary

Upon completion of this module, the user can:




Payroll Part 1


Module 2: Processing a Basic Payroll

Automatic Data Processing, LLC ES Canada

MODULE 2: PROCESSING BASIC PAYROLL HANDOUT MANUAL


2015 ADP, LLC 2-1 W002_ILT_WFN80V02_0415 3

Module 2: Processing Basic Payroll

Purpose

In this module, we will explore the steps within the payroll cycle that are used every payroll.

We will see how to pay salaried, exception hourly and hourly employees.

In module 3, we will then expand our knowledge and explore the remaining Payroll Cycle

icons; New hire, employee changes, paydata adjustments/updates and EI History tasks.

Objectives

At the completion of this module, you will be able to:

Set up login ID's and Passwords





Enter Paydata entries

Verify Input


Process Payroll



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Setting up Login ID's and Passwords

Overview

Implementation provides the initial Security Master URL, ID and password for the client. The

security master is then responsible for creating all remaining user profiles and distributing the

URL, IDs and passwords to their employees.

As a user you will be provided with a:

URL to access the company website

A user ID and a temporary password in order to complete the log in process.

Note: Passwords are case-sensitive

You will be provided with four ID's for the training environment. All exercises within the

payroll module will be completed by Donald East's login ID.



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Home Page Elements and Descriptions

Element Description

Mega Menu The mega menus will appear differently based upon the employee's menu

security access.

Sub Menu Each item on the mega menus contains sub menus, providing users with

additional activities from which to select.

Support link

Opens the support window, providing access to Learning Bytes, online help and

additional training documents.

Log Out link

This link is used to log out of ADP Workforce Now® securely.

Preferences

Holds the user's preferred languages, content (Message centre preferences),

communications (contact info) & personal security (Change password or

security questions).

Message Centre

Workflows trigger messages to the message centre. The user can view

notifications, or edit/approve changes from the message centre.

Calendar

My Profile Holds the employee's contact information.

Search Provides the option to search for: People, Activities, Reports or a Directory

People Menu Is used to access employee-level information such as Pay details, Personal

Information, Employment Information, Benefits Information, and Statutory

Compliance.

Process Menu Is used to access tasks such as Payroll Cycle activities, Utilities

(Importing/Exporting), Benefits, Tools, Workflow, Time & Attendance, HR, Time

Off, Talent and Year End.



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Schedule Overview

Schedule Types

There are two schedule types that must be coordinated so that payroll is processed accurately

and on time:

The Mainframe Payroll Schedule

Workforce Now® Pay Period Schedule

Payroll Schedules

Payroll Schedules are set up for each client on ADP's mainframe. This schedule contains

Input Date, Run Date and Return Date for each pay cycle.

The initial schedule is set up by Implementation and then the mainframe automatically,

generates the remaining dates based on the pay frequency, desired input and return

dates, as well as funding terms.

A copy of the Payroll Schedule showing the Input Date, Run Date and Return Date is

provided to the client during the initial implementation process.

Schedules are automatically generated in the spring of each year. The schedules cover

the time period of June 1st of the current year, to May 31st of the following year.

Clients are then responsible for validating and requesting any changes with their ADP

representative.

Payroll Schedule Image



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Pay Period Schedules

Users are responsible for setting up their companies ADP Workforce Now® Pay Period

schedules. Practitioners have the option to add the pay period schedules as required or all at

once; however if no current pay period schedule exists, the pay cycle cannot be opened.

This schedule contains: Pay Period End Date, Pay Date, Run Type, Earnings and Deductions

Schedules.

Additional or Unscheduled Schedules.

If an additional or unscheduled Pay Period Schedule is required, the user would complete the

setup in the ADP Workforce Now® schedule and then MUST contact ADP to create a

corresponding Payroll Schedule within the mainframe to process the payroll.

Pay Period Schedule Image

Starting Point: Process > Payroll > Payroll Cycle > Edit Schedule link

Payroll Schedules

The following payroll schedule options are available to Practitioners:

Create regular schedules

Create special run schedules

Edit pay period schedules

Let's explore how each of these tasks is completed.



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Creating Multiple Schedules

Payroll schedules must be entered on mass annually to prepare for the new-year.

Demonstration: Creating Multiple Pay Period Schedules

We will now demonstrate the process of creating multiple pay period schedules within ADP

Workforce Now®.

Scenario

The new payroll schedules have arrived from ADP and have been verified. Donald must now

enter all of the Pay Period Schedules into ADP Workforce Now®.

Activity: Creating Multiple Schedules in ADP Workforce Now®

Log into Workforce Now® as Donald East and use one of the following pathways to access the

payroll schedules page:


Starting Point: Setup > Payroll > Payroll Schedules

Step Action

1 Single Company: Select the Add icon.

Multiple Companies: Select your assigned English company from the company dropdown

field, and then select the Add icon.

Result: The Add - Pay Period Schedule page is displayed.

2 Complete the fields with the following data:

Period End: Select the date this Thursday.

Pay Date: Select the date next Thursday.

Type: Leave as default (Regular).

Deduction Schedule & Earnings Schedule: Change this based on what pay of the month it is.

Start New Month Totals: This box is only checked on the first pay of each month.

3 Select Add Another and repeat step 2 & 3 creating a total of three regular schedules. The

Period End and Pay Dates for the other two schedules will be calculated on a bi-weekly basis.

So schedule 2 will be two weeks after schedule 1 and schedule 3 will be two weeks after

schedule 2.

4 Once completed save the document and then return to the payroll cycle: Select Done > Select

the Go to Payroll Cycle button.

**Note: All mandatory fields are marked with a red asterisk*



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Creating a Special Run Schedule

There are times when an additional payroll must be run in order to make payments such as

Bonuses.

Payroll Schedule Type Image

The setup for a special run is the same as a regular run with one exception, the practitioner

would select special instead of regular in the type field.

Demonstration: Creating a Special Run Schedule

We will now demonstrate the process of creating a special run schedule within ADP

Workforce Now®.

Scenario

It is bonus time and a special run needs to be scheduled in order to make the payments. ADP

has been contacted and the payroll schedule has been set up, now it is time to set up the

schedule in ADP Workforce Now®.

Activity: Creating a Special Run Schedule in ADP Workforce

Now®

Using Donald East's login ID access the Pay Period schedule using one of the following

pathways:



Step Action

1 Single Company: Select the Add icon.

Multiple Companies: Select the correct company from the company dropdown field, and then

select the Add icon.

Result: The Add - Pay Period Schedule page is displayed.

2 Complete the fields with the following data:

Period End: One week from today.

Pay Date: One week from today.

Type: Select the Special radio button.

Deduction Schedule & Earnings Schedule: Select 4- Fourth Pay of the Month for both fields.

Start New Month Totals: Leave blank

3 Once complete, select Done, and then select Go to Payroll Cycle button to return to the

Payroll Cycle page



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Editing Pay Period Schedules

There are times a schedule needs to be altered. For example, a run date was missed and now

the schedule needs to be adjusted to meet funding terms.

All fields within the pay period schedule can be changed. However, some changes will have

impacts. Examples: If the pay periods end date is changed, any ROE's that have been

requested will be affected.

When run dates are missed, the ADP schedule must be updated in order for the payroll to

process. If a special run is selected, it must be scheduled with ADP or it will not be processed.

Demonstration: Editing Pay Period Schedules

We will now demonstrate the process of editing pay period schedules within ADP Workforce

Now®.

Scenario

David missed the run date and must now alter the schedule so that the payroll will be processed

accurately. ADP has been contacted and all dates have been bumped forward one day. All

dates in the schedule must now be moved forward one business day.

Activity: Editing a Pay Period Schedule

Using Donald East's login ID, select a pathway to access the pay period schedules page:



Step Action

1 Select the first regular schedule link created in the previous activity. The link is located in the

Period End column.

Note: When a client has multiple companies, be sure to select the correct company prior to

selecting the schedule link.

Result: The Edit - Pay Period Schedule page is displayed.

2 In this scenario, we are editing only the pay date. To edit, either click in pay date field and

change the day to one day in the future (Date Format is: DD/MM/YYYY), or select the calendar

icon and select the next day field.

3 When completed select Done.

Result: The edits are updated in the Pay Period Schedule page.



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Payroll Data

Understanding the types of data you are entering and ways of reducing keying time can be

valuable asset before opening a Payroll Cycle. Let's take a look at how these details can save

you time.

Cyclical and Non-Cyclical Data

Many clients do not want payroll cycles opened until they are ready to key payroll.

Understanding the difference between cyclical data and non-cyclical data can help you save

time. There are many different types of data. Some examples are payments and adjustments,

Record of Employment (ROE) or employee changes. To save time, it would be valuable to

know what data can be entered into a closed pay period and what data must wait until the pay

cycle is open. The terms used to describe these two types of data are cyclical and non-cyclical

data. Let's take a look at these terms and see the types of data fit within each of the categories:

Cyclical Data

Cyclical data refers to data that you enter for each payroll cycle.

Some examples of cyclical data are:

ROE requests

Enter pay data

Non-Cyclical Data

Non-Cyclical data refers to data that you enter on periodically in the payroll cycle. You can

entered this type of data into a closed cycle, however the data will not be processed until the

cycle is opened and the payroll is processed.

Some examples of non-cyclical data are:

Employee changes

Entering a new hire



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Payroll Cycle Tools for Multiple Companies

Several features within the payroll cycle can be used to complete the same task for multiple

companies at the same time. The tasks are: Start New Cycle, Preview Payroll, and Process

Payroll.

To access this option select the Company Group Actions link, located below the Next Step

box on the Payroll Cycle page.

Notes

Clients with multiple company codes starting a single company at a time should validate they

have selected the correct company prior to opening a pay period.

Additional Resources

Refer to the following training material for more information:

Getting Starting with Effective Dating Web-based Training

Workforce Now Security Web-based Training



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The Start New Cycle Icon

The payroll cycle is currently closed. The practitioner has had the opportunity to enter any

required non-cyclical information. The actual entry process for an open pay cycle is the same

as it would be for a closed Pay Cycle. Non-cyclical type of entries will be discussed further in

Part 2 of this course.

Now that all required schedules have been created, let's explore how to open a new pay cycle

and how that looks.

Start New Cycle is the first icon in the payroll cycle. It opens the cycle so that all tasks are

enabled. Once the cycle has been started the icon will grey out and the wording will change to

Started Cycle (see icon images).

Note: Once the Start New Cycle icon is selected, ADP Workforce Now® clears any existing

paydata from the previous payroll and advances the payroll calendar to the next pay period.

Starting a new cycle will trigger any effective dated entries for his period to take effect.



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Accessing the Payroll Cycle (Single/Multiple)

The Start New Cycle page differs based on whether the clients have a single or multiple

companies. Let's take a look at the multiple ways to access the payroll cycle.

Demonstration: Accessing the Payroll Cycle for a Single

Company

Clients with a single company can access the Start New Cycle page by using one of the

following pathways.

Starting Point: Process > Payroll > Payroll Cycle > Start New Cycle Icon

Starting Point: Process > Payroll > Start New Cycle

Starting Point: Process > Payroll > Payroll Cycle > Edit Schedule link > Start New

Cycle button

Demonstration: Accessing the Payroll Cycle for Multiple

Companies

Clients with multiple companies can access the Start New Cycle page by using one of the

following pathways.

Starting Point: Process > Payroll > Start New Cycle > Select company(ies) > Select

Start Cycle Button

Starting Point: Process > Payroll > Payroll Cycle > Company Group Actions link >

Start New Cycle link > Select company(ies) > Select the Start Cycle Button



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Starting a New Payroll Cycle

Overview

Starting a new cycle enables the practitioner to enter cyclical data into the payroll and triggers

any effective dated entries dated less than or equal to the pay period end date. As we discussed

earlier, ADP Workforce Now® provides tools that will reduce the entry time for clients with

multiple companies, Let's take a look at how a new cycle is started for both a client with a

single company code and one with with multiple company codes.

Demonstration: Starting a New Payroll Cycle (Single Company)

We will now demonstrate the process of starting a new payroll cycle for a single company.

the Start New Cycle icon.

Starting Point: Process > Payroll > Payroll Cycle


Demonstration: Starting a New Payroll Cycle (Multiple)

We will now demonstrate the process of starting new payroll cycles for multiple companies.

Scenario

It is time to open the next pay cycle for both of your companies. Since the practitioner has

security access to both company codes, he can save time by opening both payroll cycles at the

same time.

Activity: Starting a New Payroll Cycle (Multiple)

Using Donald East's login ID, select a pathway to start a new cycle.

Starting Point: Process > Payroll > Payroll Cycle > Company Group Actions


Step Action

1 Select the Company Group Actions link > Start New Cycle link.

2 Select both companies by placing a checkmark in the box to the left of company code.

3 Select Start Cycle button.



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Paydata

Overview

The wording below the Paydata icon changes based upon the status of the pay cycle. It reads

View Paydata when the pay cycle is closed and Enter Paydata when the pay cycle is open.

To begin entering paydata the icon must read Enter Paydata.

To access Paydata select one of the following pathways:

Starting Point: Process > Payroll > Payroll Cycle > Paydata Icon > Paydata

Starting Point: Process > Payroll > Paydata

The paydata icon contains three main options:

In this module, we will explore the Paydata option.



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Pay Rate Types

Payments are calculated based upon different pay rates types, which are determined based on

an employee's role in the company. The following are common pay rate types:

Salary

Pay rates and standard hours are entered during the hiring process for all salaried employees.

The salary per pay field is calculated by taking the annual salary and dividing the annual salary

by the number of pay period in the calendar year. The standard hours are used for the Record

of Employment.

Salaried payments are automatically generated each pay period. The amount paid is equal to

the salary per pay or the adjusted amount, regardless of the number of hours worked. No

manual intervention is required with this payment type unless adjustments to the payment are

required.

Salary Example

Bill has a biweekly salary of $2,600. If no changes are required for this pay period, ADP

Workforce Now® will automatically create a payment of $2600.00 (minus deductions) for Bill

with no manual intervention required by the practitioner.

Exception Hourly

A regular hourly rate and standard hours are entered as part of the hiring process for all

exception hourly employees. This payment type is calculated by taking the regular hourly rate

and multiplying it by the standard hours. Exception hourly payments are automatically

generated each pay period, and can be adjusted as required. No manual intervention is

required with this payment type unless adjustments to the payment are required.

Note: Standard hours can be overridden with a different value at any time.

Exception Hourly Example

Pauline receives a bi-weekly payment for 20 standard hours per week, at a rate of 14.00 per

hour. If no changes are required for this pay period, ADP Workforce Now® will automatically

create a payment of $560.00 (minus deductions) for Pauline with no manual intervention by

the practitioner

Hourly

An hourly employee rate is entered as part of the hiring process for all hourly employees.

There are no automatic payments generated for this payment type. The number of hours

worked per pay period either must be entered by the practitioner or prepared and sent to payroll

from the Time and Attendance module. Once the system has this information the payment is

calculated by multiplying the number of hours worked by the rate in ADP Workforce Now®.

Hourly Example

Sally worked 78 hours the first pay period and 73 hours the next pay period. These hours may

arrive into payroll in one of two ways:

By keying the data directly into the Paydata grid.

If you use the Time and Attendance module, the hours accrued will be uploaded from

Time and Attendance into the Payroll Cycle.



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Paydata Grids and Batches Overview

Grids and batches are the two components that make up the paydata grid. Practitioners have

the option to create a new grid, use a default grid or use a custom grid created in the past.

Grids remain even after payroll processing takes place. Practitioners must create their batches

each pay period. These two components form the earning headers and the employee names

make up the rows.

Paydata Grids and Batches

Grids and batches work together to create a customized template used for entering Paydata

each pay period. The grid creates the headers, and the batch populates the employees. Each of

these can be customized as required.

Grid and Batch Example

David had three groups of payment types in his company and he wants to keep them in

separate batches. He can use the same grid (headers), but have three different batches each

with the different payment types.

Terms and Descriptions

Term Description

Paydata grid A grid is a series of labeled columns and rows that you use to enter paydata that

contains commonly-used pay information fields as column headers. You can also

create a custom grid to specify fields for specific paydata tasks.

Paydata batch A batch is a group of payment records (for a specific payment type) for multiple

employees.

Note: Batches must be recreated each pay period and are deleted as part of the

Start New Cycle process.

Paydata Entry Example

This is an example of how the grid and batch come together to make the Paydata Entry page.

Paydata Grid

Paydata Batch



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Paydata Grids

There are three default grids in ADP Workforce Now®. The defaults are easily identified with

a caution sign. Practitioners cannot alter the default grids; however, they can copy a default

and create a custom grid from it.

Let's take a look at how to create a new Paydata grid and then how to copy an existing grid and

customize it.

Demonstration: Creating a New Paydata Grid

We will now demonstrate the process of creating a new paydata grid.

Scenario

Before paydata can be entered, Donald must create a paydata grid, or select an existing one.

Donald has determined that he will need to create a grid because the defaults do not provide all

the headings that he requires. Once the grid is created, he will create the batch.

Activity: Creating a New Paydata Grid

Using Donald East's log ID, select a pathway to access the paydata grid.

Starting Point: Process> Payroll > Payroll Cycle > Paydata Icon > Paydata option

Starting Point: Process > Payroll > Paydata > Grid Setup Tab

Step Action

1 In the Grid Setup tab, select the Add icon.

Results: The Paydata Grid - Add Grid page is displayed.

2 Complete the fields with the following:

Payment Type: Select Current Pay from the dropdown.

Grid Name: Type Go Green (in both language fields).

Description: Type New Grid (in both language fields).

Copy from Grid: Leave blank.

3 Select Save & Continue.

Result: The Define - Grid page is displayed.

4 Select Earnings 1 and Earning 2 (by holding down the CTRL button) from the Available Fields

box and then select the single arrow pointing to the right to move to the Selected Fields box.

Note: To capture multiple entries select the first option, hold the Ctrl key, then select the

remaining options.

5 Select Done.

Grid

Defaults



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Relabeling Column Headers

When columns are selected for the grids they are generic. Practitioners are responsible for

labeling the columns based on their requirements.

Demonstration: Relabeling Column Headers

We will now demonstrate the process of relabeling a column header.

Scenario

John (the payroll manager) is responsible to validating all of the entries made in payroll prior

to the payroll being processed. Currently the headers do not have proper earning names.

David must re-label the column headers to their proper names so that John can complete his

payroll validation.

Activity: Relabeling Earnings 1 - Regular

Using Donald East's log ID, select a pathway to relabel the headers.

Starting Point: Process > Payroll > Paydata > Grid Setup Tab > Select the grid link

Step Action

1 Select the Go Green Link.

Result: The Paydata Grid window is displayed.

2 Select the Save & Continue button.

3 Select Earnings 1 from the Selected Field box.

Result: The Edit Data box is populated.

4 Select the Edit button in the Edit Data Box.

Result: An Edit Data window is displayed.

5 Populate the following fields with these values:

Field Type: Select Earnings - Value

Earnings Code: Select 01- Regular from the dropdown list.

Value: Leave Blank

Column Heading: Enter Regular into both the English and French fields.

6 Select Done and remain on this page for the next exercise.

Result: The earning will appear as Earning 1 in the selected box and Regular in the paydata grid.



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Relabeling: Regular - Code and Value Results



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Activity: Relabeling Earning 2 - Double Time

Step Action

1 Select Earnings 2 from the Selected Field box.

Result: The Edit Data box is populated.

2 Select the Edit button in the Edit Data Box.

Result: An Edit Data window is displayed.

3 Field Type: Select Earnings - Value, Rate

Earning Code: Select 04- Double Time from the dropdown list.

Value: Leave Blank

Rate: Leave Blank

Column Heading: Enter Double Time into both the English and French fields.

4 Result: The earning will still appear as earning21 in the selected box; however it will now appear

as regular in the paydata grid.

Relabeling: Double Time - Code and Value, Rate Results



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Copying and Customizing a Paydata Grid

The copy feature provides user with the ability to customize the grid as business needs require.

Demonstration: Copying and Customizing an Existing Paydata

Grid

We will now demonstrate the process of copying and then customizing an existing a paydata

grid.

Scenario

David must create a customized paydata grid to pay the Commission + Salary employees with

the following headers; File #, name, home department, regular and commissions. Since the

default ADP Current Pay grid contains four out of five of the predefined fields, David will

copy this grid and then customize it.

Activity: Copying and Customizing an Existing Paydata Grid

Using Donald East's log ID, select a pathways to access the paydata grid.



Step Action

1 In the Grid Setup tab, select the Add icon.

Results: The Paydata Grid - Add Grid page is displayed.

2 Complete the fields with the following:

Payment Type: Select Current Pay from the dropdown.

Copy from Grid: Select ADP Current Pay

Grid Name: Key Salary + Commission (in both language fields).

Description: Type New Grid (in both language fields).

3 Select Save & Continue.

Result: The Define - Grid page is displayed with the following default fields in the Selected Fields

box:

File #, Name, Associate ID, Home Department, Earnings 1.

4 Click on Associate ID in the Selected Field box, and select the single arrow pointing to the left.

Click on the Earnings 2 in the Available Fields box, and then select the single arrow pointing to the

right.

Result: The Associate ID option is no longer part of the selection and the Earnings 2 option has

been added to the selection.

5 Rename Earnings 1 to Regular and Earnings 2 to Commission.

Reference Relabeling Column Headings activity for assistance, and then select Done.

Result: The paydata grid is displayed.



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Editing a Paydata Grid

When changes occur, practitioners can use the edit feature to make changes to the paydata grid.

Demonstration: Editing a Paydata Grid

We will now demonstrate the process of editing a paydata grid.

Scenario

John the payroll manager notified David that he does not require Home Department in the grid,

but he does need double time added. David must now make the edits to the paydata grid that

was just created.

Activity: Editing a Paydata Grid

Using Donald East's log ID, select a pathway to access a paydata grid.



Step Action

1 In the Grid Setup tab, select the Commission grid link from the Grid Name column.

Results: The Edit - Grid page is displayed.

2 Select the Save & Continue button.

Result: The Define - Grid page is displayed.

3 To remove the Home Department highlight the field in the Selected Fields box and move to the

Available Fields box using the single arrow pointing to the left.

Adding Double Time:

1. Highlight the field Earnings 3 in the Available Fields box and move to the Selected Fields

box using the single arrow pointing to the right.

2. Select the Edit button in the Edit Data box

3. Select 04 - Double Time from the dropdown in field Earning Code.

4. Type Double Time into the English and French Column Heading field.

5.

4 Select Done.

5 In the Grid Setup tab, select the Commission link from the Grid Name column.

Results: The Edit - Grid page is displayed.

Note: In both of these scenarios the Define - Grid page will contain options in the Selected

Fields box. All options in the Selected Fields box can be returned to the Available Fields box

with the exception of Name.

Batch Pre-work (First time only)

Now that our headers have been created within the grid setup, it is time to create the batches.

The batches determine the payment type and which employees will appear in the payment

batch. Part of the batch process the practitioner must select the employees one by one. ADP

Workforce Now® contains a tool called Manage My lists which allows the practitioner to

create custom employee lists which they can select in place of the individual selection process.

Let's see how these lists are setup.



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Managing My Lists

Creating customized lists of employees according to specific criteria is very beneficial when

creating batches. Selecting a list from a dropdown reduces time, especially when this process

is required each pay period. The alternative is to individually search and select all employees

that are to appear in a batch. Multiple lists can be created and reused as required for batches

and in many other areas within ADP Workforce Now®. Let's review the process of creating a

list.

Demonstration: Manage My List

We will now demonstrate how to create a Manage My List.

Scenario

David is a proactive individual who will use the Manage My Lists feature to reduce the amount

of time that he spends selecting employees for a variety of features within ADP Workforce

Now®.

Activity: Creating Managed Lists

Using Donald East's log ID, follow this pathway to create a list.

Starting Point: Process > Payroll > Paydata > Current Cycle tab

You can create a list of employees that meet specific criteria when you are setting up a paydata

back. We will create a list that will be used in the next exercise; we will name the list: Hourly

Employees.

Step Action

1 Select Current Pay for the Type, then select Add a Batch.

2 In the Batch Name field, type Hourly Employees.

In the Grid field, select ADP Current Pay.

Click Next.

3 Select Manage My Lists.

4 Populate the following data in these fields:

List Name: Hourly Employees.

List Privacy: Select Public from the dropdown

Include Future New Hires?: Select Yes.

Field Name: Select Rate Type from the dropdown.

Comparison: Select is equal to from the dropdown.

Field Value: Select Hourly from the dropdown.

5 Select Done.

Results: When this list is selected, all Hourly Employees are displayed.



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Creating Batches

ADP Workforce Now® does not contain default batches. Practitioners must create required

batches each pay period. There are three batch options to select from:

Current Pay

Bonus Pay

Separate Pay

Note: All batches are cleared in the Start New Payroll Cycle process.



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Demonstration: Creating Paydata Batches

We will now demonstrate how to create a paydata batch.

Scenario

Now that David has created the headers, on the Grid, he will use the lists he created in the

Manage My Lists tools to create two of the three payment batches; one for hourly employees

and one for employees that are paid automatically because they are salaried. The salary &

commission batch will be created by selecting the individual employees.

Activity: Creating a Paydata Batch (Hourly Payments)

Using Donald East's log ID, select a pathway to access the paydata batch.

Starting Point: Process > Payroll > Payroll Cycle > Paydata Icon > Paydata option >

Current Cycle Tab

Starting Point: Process > Payroll > Paydata > Current Cycle Tab

Step Action

1 Click on the Type dropdown, and select Current Pay from the list.

2 Select the Add a Batch button.

3 Complete the following fields with this data:

Batch Name: Type Hourly Employees.

Grid: Select ADP Current Pay from the dropdown list.

4 Select Next.

5 Select Hourly Employees from the Filter dropdown, and then select the Select All button.

6 Select the Create Batch button.

Result: The Paydata Entry - Hourly Employees grid is displayed.

7 Select Return to create the next batch.

Activity: Creating a Paydata Batch (Salary & Commissions

Payments)

Step Action

1 Click on the Type dropdown, and select Current Pay from the list.

2 Select Add a Batch.

3 Complete the following fields with this data:

Batch Name: Type Commission.

Grid: Select ADP Current Pay from the dropdown list.

4 Select Next.

5 Select the following employees by clicking the checkbox to the left of each name: Eric George,

and Michele Heroux. When complete, select the Create Batch button.

Result: The Paydata Entry - Sales Commissions page is displayed.

6 Select Save.

7 Select Return.



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Paydata Navigation

Now that the paydata batch(es) have been created, let's take a moment to explore the paydata

batch. We will review the icons and link used within the paydata batch and some other action

features that will provide the practitioner with tools to assist them when making entries.

Paydata Links and Icons

Both links and icons assist practitioners in adding and customizing the paydata grid according

to their requirements.

Paydata Icons

The icons on this page are as follows:

Add Icon: Provides the practitioner with the ability to insert one or more employees

into the existing batch. Employees are selected by searching by last name, tax ID, File

number or employee ID or by selecting for the employee from the employee list.

Subtract Icon: Provides the practitioner with the ability to delete employees from the

batch.

Paydata Links

The links are located beside the Add and Subtract icons on this page and contain the following

paydata links as well as a Return button at the bottom of the page:



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Other Actions Terms and Descriptions

Terms Description

Fill Column Provides practitioners with the ability to pre-populate cells based upon a

specific criteria outlined in the MEI Fill Columns (insert an employee)

page.

Example: All employees are to receive a bonus payment of the same

amount. Key the values once and all people in the batch receive the

payment.

Add Column This option allows the practitioner to:

Add new columns from a list of available header fields

Reorganize the order of the columns

Note: Existing columns cannot be removed

Edit Custom Sort Provides the ability to customize how the data in the grid will be sorted.

Example: The list could be sorted by last name in ascending order.



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Adding a Column

Columns are added when additional payment types are required in the paydata grid.

Demonstration: Adding an Column

We will now demonstrate how to add a column (an additional payment type) into the paydata

grid.

Scenario

David is required to pay out the $150.00 car allowance payments to all employees in the Sales

Commissions batch. David can enter these payments using one of two methods: By adding a

second payment row to each employee or by adding a payment column. David will use the

Add Column feature to create a payment column, and then he will change the title to Car

Allowance.

Activity: Add a Column

Using Donald East's log ID, select a pathway to access the add column feature.

Starting Point: Process > Payroll > Payroll Cycle > Paydata > Paydata > Current Cycle

Tab > Select the Sales Commission batch link.

Starting Point: Process > Payroll > Paydata > Current Cycle Tab > Select the Sales

Commission batch link.

Step Action

1 Select the Other Actions link, and then select Add Column.

2 Select Earnings 3 and move the field to the Selected Fields box using the single arrow pointing

to the right.

Note: The file # and name fields are defaults and cannot be altered.

3 Select the Earnings 3 field from the Selected Fields column.

4 Click in the Edit button.

5 Use these entries in the edit field:

Field Type: Earnings - Value

Earning Code: 30 - Car Allowance

Value: 150.00

Column Heading: Type in Car Allowance (in English and French fields)

Result: The column will appear with a payment of $150.00 for each employee.



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Inserting an Employee Overview

There are some circumstances where batches are created and then additional employees need

to be added to the batch. This option provides the ability to make those additions.

Demonstration: Inserting an Employee

We will now demonstrate how to insert an employee into the paydata grid.

Scenario

Tyffany Martinez and Laurie Hall need to be added into the Sales Commission batch. David

will use the Insert an Employee feature to add Tyffany and Laurie into the existing batch.

Activity: Inserting an Employee

Using Donald East's log ID, select a pathway to access the insert an employee feature.


Tab > Select Sales Commission Batch.

Starting Point: Process > Payroll > Paydata > Current Cycle Tab > Select Sales

Commission Batch.

Step Action

1 Select the Add icon in the Paydata Entry page.

2 Employees can either be located by:

1. Searching by Last Name, Tax ID, File Number or Employee ID, then select

2. Selecting the Select an employee from a list link and selecting the employee(s) by

selecting the checkbox to the left of the required name.

Since we are adding only one employee, we will use the last name search.

3 If option 1 is used to select the employee, then select Next.

If option 2 is used to select the employee name(s), then select the Insert into Batch button.

In our scenario the next step would be to select Next.

Result: Tyffany and Laurie now appear in the list.

4 Populate the Regular Value for Tyffany and Laurie as $150.00 Car Allowance.

Insert Employee - Option 2 Image



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Fill a Column Overview

This feature can be used to update numerous codes or values all at once.

Demonstration: Fill a Column in the Paydata Grid

We will now demonstrate how to fill a column in a paydata grid.

Scenario

The Car Allowance amount has been raised from $150.00 to $200.00 for this pay period.

Since the entries have already been entered David must now make the corrections. This can be

accomplished in two ways: By using the fill a column feature or by manually changing the

values in the grid. David will enter these payments by using the fill a column feature.

Activity: Fill a Column

This feature provides practitioners with the ability to enter the same value for multiple

employees. These new values can replace current values or populate blank values. For this

example we will fill blank values.

Using Donald East's log ID, select a pathway to access the fill a column feature.


Tab > Select the batch name link.

Starting Point: Process > Payroll > Paydata > Current Cycle Tab > Select the batch name

link.

Step Action

1 Select the Fill Column link.

2 Select the Overwrite all cells on page radio button.

3 Click in the Car Allowance - Code > Value field and select 30 - Car Allowance.

4 Click in the Car Allowance - Value > Value field and key in 200.00.

5 Select Done.

Result: Paydata entry page displayed and the values are now updated according to the change.

Fill Page Column Image



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Changing the Default Sort Overview

Batches can be sorted using any of the options located in the dropdown. The default sort is by

last name in ascending order.

Demonstration: Changing the Default Sort

We will now demonstrate how to change the default sort.

Scenario

The grid's default sort is by last name, in ascending order. John notifies David that he prefers

to review the payroll sorted by Pay Division in ascending order. David will now change the

sort using the Edit Custom Sort feature.

Activity: Changing the Default Sort

Using Donald East's log ID, select a pathway to access the default sort feature.


Tab > Select the regular batch link.

Starting Point: Process > Payroll > Paydata > Current Cycle Tab > Select the regular

batch link.

Step Action

1 Select the Edit Custom Sort link.

Result: The default sort is displayed (last name in ascending order)

2 To change a sort order, place a checkmark in the box beside the Sort by option.

3 Place your cursor in the Field column, and select Pay Division from the drop down list.

4 When complete, select Done

Changing Default Sort Image



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Deleting Sorting Criteria

Once criteria have been set up it can also be deleted as required. Let's see how this is done.

Demonstration: How to Delete Sort Criteria

We will now demonstrate how to delete sort criteria.

Scenario

The payroll practitioner prefers to have a specific sort when they are entering the data and the

director required a different sort when reviewing the entries for approval. The entries are

complete and the practitioner sort must be deleted.

Activity: Deleting Sort Criteria

Using Donald East's log ID, select a pathway to access the default sort feature.


Tab > Select the regular batch link.

Starting Point: Process > Payroll > Paydata > Current Cycle Tab > Select the regular

batch link.

Step Action

1 Select the Other Actions link, and then Edit Custom Sort.

Result: The default sort will display.

2 Deleting a Row of Search Criteria: Click the checkbox to the left of the row(s) to be deleted.

3 Select the subtract icon.

Result: The selected row(s) are deleted.

4 When complete, select Done.

Deleting Sort Rows Image



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Paydata Entries

It is time to key in the paydata entries. The next several activities will show how to enter the

most common payment types. Let's take a look at the first scenario.

Entering Hourly Paydata

Hourly payments require hours to be entered to complete the payment. The hours are then

multiplied by the rate located in the employee profile.

Demonstration: Entering Hourly Paydata

We will now demonstrate how to enter hourly paydata.

Scenario

The paydata grids are now created. David will begin the paydata entry process by keying the

hours for the hourly employees.

Activity: Entering Hourly Paydata

Using Donald East's log ID, use this pathway to enter hourly paydata.

Starting Point: Process > Payroll > Paydata > Select Hourly Employees batch

Step Action

1 Click into the cell in the Code column.

2 Select 01 - Regular from the dropdown.

3 Click in the cell in the Value column and type in the following hours:

Peter Biggins: 35 hrs.

Edward Bonner: 20 hrs.

Albert Delaney: 23hrs

Bradley Thomas: 15 hrs.

Note: If a onetime rate change is required the new rate change must be keyed into the Rate

column.

4 Select Save.



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Creating a New Payment Row

There are different ways of capturing multiple payments: Creating a payment column (When

multiple employees have the same payment) or by creating a payment row (for a single

employee payment.)

Demonstration: Create a New Payment Row

We will now demonstrate how to create a new payment row.

Scenario

David must now enter in two new payments other than regular for Norman Gerry. To prepare

the paydata grid for these entries he will create two new payment rows for Norman. David

will begin by opening the Automatic Payment batch.

Activity: Creating New Payment Rows

Using Donald East's log ID, use this pathway to create a new payment row.

Starting Point: Process > Payroll > Paydata > Select Automatic Payments batch

Step Action

1 Select the Add icon.

Result: The MEI Insert Employee page appears.

2 Enter Gerry into the Enter a Last Name field, and then select Next.

Note: If there are multiple results, the user must select the correct employee, and then select the

Insert into Batch.

3 Select Save.

4 Repeat steps 1-4 to create the second payment row.



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Entering Overtime and Double Time Payments

Overtime and double time payments are payments that require hours to be entered. The hours

are then multiplied by the rate applied to the employee in their profile.

Demonstration: Create an Overtime and Double Time Payment

We will now demonstrate how to create overtime and double time payments.

Scenario

Norman Gerry's additional payment rows have now been created. David will now key in 10

hours of overtime and 4 hours of double time.

Activity: Entering Overtime Payments

Using Donald East's log ID, use this pathway to enter overtime payments.

Starting Point: Process > Payroll > Paydata > Select Automatic Payments batch

Step Action

1 Click in the cell in the Code column, and then select Overtime from the dropdown list.

2 Click in the cell in the Value column, and then key in 10 (hrs.)

Activity: Entering Double Time Payments

Using Donald East's log ID, use this pathway to enter double time payments.

Step Action

1 Click in the cell in the Code column, and then select Double Time from the dropdown list.

2 Click in the cell in the Value column, and then key in 4 (hrs.).

3 Select Save.



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Verifying Input

Overview

The Verify Input page contains several sections. As a best practice, each section can be

reviewed and marked as Inspected before advancing to the Preview Payroll task. If the client

is using Time and Attendance and has complete the Prepare for Payroll process, the entries

from time & Attendance will appear in the Verify Input stage for review.

Starting Point: Process > Payroll > Verify Input

Starting Point: Process > Payroll > Payroll Cycle > Verify Input Icon

Terms and Descriptions

Sections Descriptions

Home Returns the user to the payroll overview.

Payroll Overview Consists of an action icon which provides the user with a menu with links to:

Home, Employee Changes, Payments & Adjustments and Status Changes.

Payment and

Adjustments

Contains the following categories for review: Current Pay, YTD Adjustments,

Separate Pay, Updates, Employment Insurance, Time and Attendance,

Current Pay Adjustments, Bonus Pay, Lump Sum Pay, Lump Sum Updates

and Tax Frequency Overrides

Employee Changes Contains the following categories for review: Taxes, Record of Employment,

Pension Plan, Employee Options, Position and Salary Changes, Personal

Information and Direct Deposit

Status Changes Contains the following categories for review: New Hires, Transfers and

Status Changes



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Demonstration: Verify Input

We will now demonstrate how to verify payroll entries.

Scenario

All Paydata entries are now complete. David must now valid all of the entries. To complete

this task he will select the Verify Input icon in the payroll cycle.

Activity: Verify Input

Using Donald East's log ID, select a pathway to access verify input.

Starting Point: Process > Payroll > Payroll Cycle > Verify Input icon

Starting Point: Process > Payroll > Verify Input

Complete the following in order to review and mark your entries/changes as Inspected:

Step Action

1 Use the action button to the right of Payroll Overview to access and explore the different sections:

Employee Changes, Payments & Adjustments, and Status Changes.

2 Within each section there are several hyperlinks. Select each of the hyperlinks one by one:

If no entries appear: move to the next subsection by selecting the action button.

If entries exist: Validate and select each entry as you approve.

Note: The number of rows per page defaults to 10. This value can be increased to 30 rows per page

using the dropdown field.

3 Practitioners can:

Validate the entries and mark them inspected one by one.

Procedure: Click the checkbox of the validated entry, then select the Mark As link > Inspected.

Procedure: Repeat the process for each row.

OR

Validate all entries in listed on a page, and then mark them all Inspected at once.

Procedure: Click the checkbox in the header bar (Results: All rows displayed on the page are

selected), then select the Mark As link > Inspected.

Note: When the select all box is checked, only the rows displayed will be selected, not other pages.

For example when the select all feature is used:

And the page default is 10 rows per page, only the first 10 rows will show as selected.



Note: The user must mark each default group as inspected before switching the page.

For example: The page default is 30 rows per page. The practitioner must validate the 30 rows,

mark as Inspected and then they can select the next page and move onto the next groups of 30

rows.



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Overview

The preview process enables practitioners to review the payroll and identify any potential

errors, using the various preview reports. Preview reports can be requested and viewed at

anytime once a pay period has been opened. There are two steps to previewing a payroll:

Example: Practitioners that input data daily can validate their entries at the closing of each day

to reduce the amount of data that requires review before processing.

There are 10 reports available for preview: Payroll Register, Register, Totals Recap Report,

Transaction Proof Report or Payroll Entries Report, Deduction Not Taken Report, Deduction

Arrears Report, Tailored Files (80-132 Bytes) and Tailored/Optional Reports.



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Demonstration: Request Preview Reports

We will now demonstrate how to request preview payroll.

Scenario

The entries are now validated and it is time for David to request and review the preview

reports. To complete this process David will select the Preview Icon in the payroll cycle.

Activity: Requesting Preview Reports

Using Donald East's log ID, select a pathway to access preview reports.

Starting Point: Process > Payroll > Payroll Cycle > Select the Preview icon > Preview

Payroll option

Starting Point: Process > Payroll > Preview Payroll

Step Action

1 Single Company: Select the Preview icon > Preview Payroll

Result: A request options page will appear.

Multiple Companies: Select Process > Payroll > Preview Payroll

Result: A grid will appear requiring the user to select either a single or multiple companies.

2 Multiple Companies: Select the codes that you would like to preview by checking the box to the

left of the company code, then select Continue.

Results: The Preview Payroll page displays.

3 Select Optional Report or Files (if applicable), then select Done

Results:

Single Company: A following message appears: 1 company processed successfully

Multiple Companies: A following message appears: 2 company(ies) processed successfully

Request Preview Report Image



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Viewing Preview Reports

Demonstration: Viewing Preview Reports

We will now demonstrate how to view preview reports.

Scenario

The reports have now returned, David will now review the reports and correct any errors.

Activity: View Preview Results

Using Donald East's log ID, select a pathway to access preview results.

Starting Point: Process > Payroll > Payroll Cycle > Preview > View Preview Results

Starting Point: Process > Payroll > Preview Payroll > Select the action icon

Step Action

1 Single Company: Select the Preview icon, then View Preview Results from the sub menu.

Multiple Companies: Select the green action icon at the right end of the row, and then select

View Preview Results.

Note: Although previews can be requested for multiple companies, they must be selected and

viewed individually.

Result: The page View Preview Results displays the list of preview reports.

2 Click on the report name link, to view a report.

View Preview Results Image

Extended Learning Opportunities

Refer to our www.adp.ca website to view a variety of learning bytes on how to read each of the

ADP reports.

http://www.adp.ca/



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Process Payroll

Overview

Clients are provided with a payroll schedule identifying their input date and run date for each

pay period. In addition they are aware of their payroll funding terms. If for any reason the

payroll is not processed on the run date or their funding terms are not adhered to, late fees will

apply.

If this situation arises contact your Implementation Specialist or Client Service Representative

immediately for further instructions.

As with the preview function this is a two step process and practitioners can process multiple

companies at the same time. Let's take a look at how this is done.



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Demonstration: Processing Payroll

We will now demonstrate how to process payroll.

Scenario

David has now completed reviewing the preview reports and is now ready to process payroll.

He will now process the payroll for both companies (use companies assigned)

Note: This is a training database; therefore the processing will show simulated results.

Activity: Processing Payroll

Using Donald East's log ID, select a pathway to access payroll processing.

Starting Point: Process > Payroll > Payroll Cycle > Process Icon > Process Payroll

Starting Point: Process > Payroll > Process Payroll

Step Action

1 Single Company: Select the Process icon > Process Payroll

Results: The Payroll Process screen displays.

Multiple Companies: Select Process > Payroll > Process Payroll. Select all companies to be

processed by clicking in the box to the left of the company code.

Results: The Process Payroll page appears. If applicable, select any Optional Reports or Files

you wish to have processed with his Payroll Cycle.

Note: If Labour Cost reporting is used, select the Labour Cost Report or indicate if a new

accounting period needs to be started.

2 Single Company: If applicable, select any optional reports or files to be produced with the

payroll, and then select Done.

Results: Message returned: 1 company(ies) processed successfully

Multiple Companies: Select Continue.

Results: The Process Payroll page appears.

3 Multiple Companies: If applicable, select any optional reports or files to be produced with the

payroll, and then select Done.

Results: Message returned: 2 company(ies) processed successfully



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Viewing Final Payroll Reports

Based upon the Payroll Schedule, you can return to ADP Workforce Now® within one to two

hours after processing to view the payroll reports.

Demonstration: Viewing Final Payroll Reports

We will now demonstrate how to view final payroll reports.

Scenario

The payroll was processed two hours ago so David will now go back into the system to retrieve

the final payroll reports for review.

Activity: Viewing Final Payroll Reports

Using Donald East's log ID, select a pathway to access final payroll reports.

Starting Point: Process > Payroll > Process Payroll > Action Icon > View Process Results

Starting Point: Process > Payroll > Payroll Cycle > Process Icon > View Process Results

Starting Point: Reports > Cycle Output Reports > Payroll Reports

Step Action

1 In the Payroll Reports page, enter the required criteria use the filter and then select Filter.

2 To view the reports, select the report name link located in the Report Type column.



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Knowledge Check

1. True or false: There are multiple ways to start a payroll cycle?

a. T

b. F

2. Select the statements that are true about paydata grids and pay data batches. (Select all

that apply.)

a. Paydata grids can't be reused once the payroll processes.

b. You select a group of employees to create a paydata batch.

c. Paydata grids define the columns that display in your paydata batch.

d. Paydata batches must always be created from scratch each payroll.

3. Name the two stages the payroll entries can be validated prior to processing.

4. How does the Payroll schedule get populated in Workforce Now?

5. Select all options containing actions that can be conducted simultaneously for clients

with multiple company codes?

a. Opening a schedule

b. Starting a Payroll Cycle

c. Keying paydata

d. Processing the payroll



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Module 2: Debrief

Review Discussion

1. Can you think of a situation in your own companies where the Manage My Lists feature

will save you time?

2. How will your company use the grid customizing feature to reduce time?

Summary

In this module the following topics have been explored:

Setting up login ID's and Passwords





Enter Paydata entries

Verify Input


Process Payroll

In this module, we completed a simple hourly and salaried payroll, by walking through 5 of the

7 tasks within the Payroll Cycle.

Payroll Part 1


Course Closing


ES Canada

PAYROLL PART 1 FOR ADP WORKFORCE NOW

COURSE CLOSING

2015 ADP, LLC 3-1 W002_ILT_WFN80V02_0415 3

Support after Class

Additional Online Resources

ADP has multiple locations to access online resources:

The ADP Client Service Centre:

o This is an online repository where clients can locate various types of

information.

The Bridge:

o This is an ADP sponsored online community for ADP clients to share

knowledge, skills and have questions answered by client/ADP within the

community.

Workforce Now Support Centre:

o This is an online tool built directly into Workforce Now. The tool is

designed to provide users with:

Step-by-Step procedures

Online documentation regarding a variety of subjects

Learning Bytes on a variety of subjects

Let's us take a look at how each of these valuable resources can be accessed.


COURSE CLOSING

2015 ADP, LLC 3-2 W002_ILT_WFN80V02_0415 5

ADP Client Service Centre

The ADP Client Service Centre is an online resource available to all ADP clients. Users can

access a multitude of resources using this tool:

The Year End service centre, including reference materials and forms

Welcome Packages, training manuals, Learning Bytes and online registration

Health Tracking Program for clients who have purchased ADP Benefits

Online support and service options.

Accessing and Navigating in the Client Service Centre

Step Action

1 Use your Internet browser to log into www.adp.ca.

2 Select the Client Service Login, located in the upper-right corner of the page.

3 Enter your company code and email address, and then select Login.

Result: The Client Service Centre home page displays.

4 Let's locate the Workforce Now registration area within the Client Service Centre.

Select the Learning Bytes link located under the title Training.

Results: The Welcome to the Learning Bytes Library page appears, and the Learning Bytes

section expands to display all products that have Learning Bytes.

http://www.adp.ca/


COURSE CLOSING

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ADP Workforce Now® Support Centre

Users have access to this tool 24/7. This tool provides a variety of online tools:

Step by Step instructional information.

Learning Bytes (short 2-3 min instructional videos) on a variety of topics.

Documentation providing the user with specific details about the topic searched.

Accessing and Searching within the ADP Workforce Now®

Support Centre

Step Action

1 Select the Support link, located on the top right of the screen.

2 Type Payroll into the search field, and then select Enter or the "Magnifying Glass" icon to

begin the search.

Results: All topics with Payroll will display

3 Review the available resources.

4 IF: THEN:

IF you want to:

Read documentation: Select Documentation, then select topic

View Step by Step instructions: Select Knowledge, then select topic

View Learning Bytes: Select Learning, then select topic

5 For this activity select the Knowledge tab and select the Processing Payroll for Multiple

Companies.

Results: A second window will open and the learning byte will play.

6 When completed, select the back to support link to return again to the search screen.


COURSE CLOSING

2015 ADP, LLC 3-4 W002_ILT_WFN80V02_0415 9

The Bridge

The Bridge is sponsored by ADP, and is an exclusive online community for ADP clients.

This community connects HR and Payroll practitioners from across Canada and provides an

environment where users can ask questions, find answers, and network with peers. The

community is free, always available, and is an excellent resource for support on a variety of

subjects.

Benefits to Registering for the Bridge:

Allows Payroll practitioners and HR professionals like you to connect, engage and

share information in an easy-to-use, fully accessible online forum.

Acts as an additional resource for support, frequently asked questions and information

for ADP clients of all sizes using all products.

Always on, for 24/7/365 access anywhere in Canada.

Easy to use.

Accessing and Registering for the Bridge

Step Action

1 Use your Internet browser to log into www.adp.ca.

2 Select the Client Service Login, located in the upper-right corner of the page.

3 Enter your company code and email address, and then select Login.

4 Select The Bridge, from the menu on the left.

Result: An overview of what The Bridge is displays.

5 Click the Visit The Bridge link located at the bottom of the overview to register.

The Bridge Registration/Login Page

http://www.adp.ca/


COURSE CLOSING

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Course Closing

Summary

In Basic Payroll we have now explored all aspects of the payroll cycle required in order to

complete a basic payroll. To complete your knowledge of the payroll cycle including more

advanced features register for the Advanced Payroll session.

Course Objectives

Upon completion of this module you are now able to:



Define the requirements for setting up payroll security


Log into ADP Workforce Now®





Create a list

Verify input

Preview payroll and view preview results

Process payroll

Training Evaluation

Thank you for attending this course, we look forward to seeing you in the future.

Your feedback is vital to continuous improvement. Please take a moment to complete our

short evaluation so that we can continue to provide you with high quality training programs.

Documents

Payroll Basics for ADP Workforce Now® · PDF filePayroll Basics for ADP Workforce Now® Automatic Data Processing, ... Paydata Links and Icons ... whereas others fields differ based