ezLaborManager for Administrators With Simplified · PDF fileezLaborManager for Administrators With Simplified User Interface Introduction User Guide Automatic Data Processing, Inc

ezLaborManager for Administrators With Simplified User Interface

Introduction

User Guide

Automatic Data Processing, Inc. Canada

SBSCANENG_EZ18.10 2011 ADP, Inc

Confidential and proprietary information, for internal purposes only. The disclosure or use of the information contained herein by any person who is not an employee of Automatic Data Processing, Inc. or its subsidiaries is expressly prohibited

EZLABORMANAGER FOR ADMINSTRATORS SIMPLIFIED USER INTERFACE ADMINISTRATOR GUIDE

2011 ADP, Inc. 2 V1.1ADMINGUIDEEZ18.10SBSCANENG

Table of Contents

Table of Contents ............................................................................................................................ 2

Course Introduction ................................................................................................................... …..5

Course Purpose .................................................................................................................... 5 Course Objectives ................................................................................................................ 5 Important Information ......................................................................................................... 5

Understanding the Punch-In to Paycheque Process ........................................................................ 6

The Punch-In to Paycheque Process .................................................................................... 6

ezLaborManager Features ............................................................................................................... 7

Features and Benefits of ezLaborManager .......................................................................... 7

Automated Messaging ..................................................................................................................... 8

The ezLaborManager Inbox ................................................................................................ 8 Alert Types and Associated Messages ................................................................................ 8

Accessing ezLaborManager ............................................................................................................ 9

Adding a Favourite, Creating a Desktop Shortcut, and Logging On Job Aid .................... 9 Creating a Desktop Shortcut .............................................................................................. 10 Change Database and Logging On Job Aid ...................................................................... 11 Changing Passwords Job Aid ............................................................................................ 12 Forget Password and Security Questions Job Aid ............................................................. 13 Navigation Elements ......................................................................................................... 14

Employee Users Introduction ........................................................................................................ 16

Overview Examining Employee Information ................................................................... 16 The Setup Tab ................................................................................................................... 17 Adding a New Employee Record Directly into ezLaborManager Job Aid ....................... 18 Modifying Employee Information Directly in ezLaborManager Job Aid ......................... 21 Terminating an Employee Directly in ezLaborManager Job Aid ..................................... 22 Security Group Information .............................................................................................. 23 Overview ........................................................................................................................... 23 Adding and Modifying User Information for Existing Employee .................................... 24 Promoting an Employee to a Supervisor or an Administrator Job Aid ............................. 25 Activating User Accounts Job Aid .................................................................................... 27 Denying User Accounts Job Aid ....................................................................................... 28

What Is a Schedule? ....................................................................................................................... 29 Types of Schedules ............................................................................................................ 29 Creating Recurring Schedules Job Aid .............................................................................. 30 What Are Quick Shifts? .................................................................................................... 31



Using the Schedule Editor Job Aid ................................................................................... 32 Viewing and Filtering Employee Schedules Job Aid ........................................................ 33 Assigning a Schedule to Multiple Employees Job Aid ..................................................... 34 Editing an Assigned Schedule for an Employee Job Aid .................................................. 35 Deleting and Restoring Schedules Job Aid ....................................................................... 37 Flextime Job Aid ............................................................................................................... 38 Scheduling Flex Time using Recurring Schedules Job Aid .............................................. 40 Scheduling Flex Time using Daily Schedules Job Aid ..................................................... 41 Shift Premiums .................................................................................................................. 42 Shift Premiums in Daily Schedules ................................................................................... 43

Time Entry Methods and Editing Timecards ................................................................................ 44

Types of Time Entry .......................................................................................................... 44 What Are Timecard Exceptions?....................................................................................... 45 Using Timecard Manager .................................................................................................. 46 Adding Missed Punches Job Aid ....................................................................................... 48 Deleting Punches Job Aid ................................................................................................. 50 Editing Hours Job Aid ....................................................................................................... 51 Editing Days Job Aid ........................................................................................................ 52 Correcting Department Transfers Job Aid ........................................................................ 53 Rounding Rules ................................................................................................................. 54 Fixing Exceptions Job Aid ................................................................................................ 56

Reviewing Time Off Requests ...................................................................................................... 59

The Time Off Request Process .......................................................................................... 59 Requesting Time Off Job Aid for Employees ................................................................... 60 Requesting Time Off Job Aid for Supervisors or Administrators ..................................... 62 The Time Off Requests Page Job Aid ............................................................................... 64

End-of-Period Tasks ...................................................................................................................... 65

The ezLaborManager Workflow Process .......................................................................... 65 End-of-Period Page ........................................................................................................... 66 Performing Payroll Export Job Aid ................................................................................... 67 Exporting the Payroll ......................................................................................................... 67 Importing a Payroll Export File Job Aid ........................................................................... 71 Transmitting the Payroll and Verifying Cheques .............................................................. 72 Moving a Payroll Cycle to the Next Pay Period Job Aid .................................................. 73

Report Functions ........................................................................................................................... 75

The Automated Reports Feature ........................................................................................ 75 Frequently Run Reports ..................................................................................................... 76 Viewing a Report Job Aid ................................................................................................. 78 Downloading Report Data Job Aid ................................................................................... 79 Editing a Report Job Aid ................................................................................................... 80 Scheduling a Report .......................................................................................................... 82 Scheduling a Report Job Aid ............................................................................................. 83 Accessing a Completed Report ......................................................................................... 84



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Course Introduction

Course Purpose The course introduces you to ADP’s ezLaborManager® with Simplified User Interface. You will learn how to manage your employee’s timecards, schedule employees’ time, run reports and additional features as been implemented by your ADP representative.

Course Objectives Upon completion of these modules, you will be prepared to:

Maintain employees and user access

Edit and manage timecards

Create and View Schedules

Assign employees to a schedule

Review time off requests

Edit and run reports

Complete the task for the end of period

Important Information Use the following information to assist you in your database:

Job Aids

Quick reference cards (located in Training button in ezLaborManager)



Understanding the Punch-In to Paycheque Process

The Punch-In to Paycheque Process

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

Description The following table describes the stages of this process:

Stage Description

1 The administrator starts the new pay period and then adds information for new hires and modifies information for existing employees, as needed.

2 Employees enter their time data in ezLaborManager.

3 The punches are collected and ezLaborManager applies rounding rules, totals the hours, calculates overtime, and highlights missed punches and other exceptions.

4 The administrator and supervisor, working online, review and edit time information and generate reports. Supervisors can also approve time online if your company is set up for this feature. The administrator closes the pay period (so no further entries can be made), adjusts the payroll as necessary, and creates the files with pay data and punch details.

5 The administrator exports the ezLaborManager pay information file and, if your company is set up to display punch details on employees’ cheques, the punch detail files. The administrator then imports these files to the ADP payroll product.

6 The administrator submits the payroll to ADP.

7 The administrator receives and verifies paycheques from ADP and distributes them to the employees. Punch details are included on their paycheque stubs if your company provides them.

8 The administrator moves ezLaborManager to the next pay cycle.



ezLaborManager Features

Features and Benefits of ezLaborManager

Overview ezLaborManager is a fully automated, Web-based solution for managing time and attendance records. Your system has been configured for your companies business needs. As your company grows and changes, your business needs may change. Contact your TLM Support Consultant for any additional changes you may require.

Features and Benefits

Feature Benefits

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

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

Automated messaging Administrators, supervisors, and employees can receive all of their ezLaborManager messages in a centralized inbox on the Home tab and by e-mail (if e-mail delivery is enabled).

Request Time Off ezLaborManager provides complete tracking of time-off requests made by employees.

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

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

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

No reentering of payroll data The application lets you make payroll data available to ADP PC/Payroll, ADP's pay@work®, and ADP's PaySpecialist™.

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

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

Timecard history The application stores historical timecard information in an easy-to-access format that complies with federal wage and hour requirements.

Reports The application provides various reports with up-to-the-minute pay period information to enable management to analyze labor costs.

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



Automated Messaging

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

The ezLaborManager Inbox

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

Alert Types and Associated Messages

Alert Type Messages

System Messages

Information from ADP about ezLaborManager upgrades and other changes

Time Off Requests

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

Exceptions Generic messages indicating that timecard exceptions exist

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

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

Interfaces Messages about the completion of imports and exports

Reports

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



Accessing ezLaborManager

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

Instructions

Step Action

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

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

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

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

4 In the Add Favourite window, click OK.

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



Creating a Desktop Shortcut

Instructions

Step Action

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

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

Result: The ADP ezLaborManager icon displays on your desktop.

2 Double-click the ezLaborManager desktop shortcut.

Result: The ezLaborManager Login page displays.



Change Database and Logging On Job Aid

Instructions (Continued)

Step Action

1

IF the client name or ID:

THEN:

Already exists on your computer as an Internet cookie

Enter your user ID and password and click Login

Note: The first time you log on, enter the same character string in the User ID and Password fields: the first initial of your first name, followed by your last name, all in lowercase.

Does not exist on your computer as an Internet cookie

In the Client Name or ID field, enter your company name and click Submit.

Enter your user ID and password and click Login.

Note: The first time you log on, enter the same character string in the User ID and Password fields: the first initial of your first name, followed by your last name, all in lowercase.

Result: The ezLaborManager Administrator Services Home page displays.

Note: If your employee is using the ezLaborManager Web Clocking feature, the following login page displays. The employee enters his or her ezLaborManager user ID and password and then clicks the appropriate button to clock in, clock out, or lunch out.



Changing Passwords Job Aid

Overview The Change Password program in Options button has specific rules to make sure password are as secure in ezLaborManager as they are in our other ADP products.

Passwords are case sensitive

Passwords must not match any of the previous four (4) passwords used

Minimum password length is eight (8) characters

Must contain at least one (1) number and one (1) alpha character

Passwords cannot start or end with blank space

Passwords can only have maximum of four (4) repeating characters (ie. AAAA or 1111)

Passwords must not be the same as User ID

Instructions

Step Action

1 Click the Options button.

2 Click Change Password.

Result: The Change Password page displays.

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

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

Note: ADP recommends using passwords that contain both letters and numbers and are at least eight characters long (with a single special characters and no punctuaction). Passwords are case-sensitive. You will have to change your password at least every 60 days.

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

6 Click Submit.

Result: The password is updated.

7 Click Close to return to the Home page.



Forget Password and Security Questions Job Aid

Overview The Forget Password feature is turned and activated by answering the security questions. There are twelve possible questions. Employee must select and answer four (4) to activate.

Note: **Employees will not be able to use the FORGET PASSWORD utility until they have answered the Security Questions tab.

Instructions

1 Click on the Options button and select Change Security Questions and Answers.

2 Users must answer four (4) questions.

Note: **The answers are not case sensitive during the verification.

3 Submit



Navigation Elements

Overview

Elements and Descriptions

Element Description

Reports button This is where you would generate standard reports and this area allows you to edit and modify standard reports and save them in your own report section. You can also download reports to be read by other software.

Options button User change passwords and security questions.

Help button Three types of help; context, index, and search.

Training button Offers quick reference cards for job task assistance and web based training.

Exit button Closes ezLaborManager safely.

Tabs Access other components of ezLaborManager.

Timecard Manager Activity Button

Quick link to timecards.

Timecard Exceptions Activity Button

Quick link to clearing and processing exceptions.

Reports Activity Buttons Alternative access to the Reports button at top right.

Prepare for Payroll This locks the pay cycle and steps through checks to verify payroll process. You would generate your export reports through this process.

Move to Next Pay Period When you have completed prepare payroll and have received your reports verifying that current pay period has been paid, you would then use this button to move the pay cycle.

Menu Listing Tabs Setup and My Information are used for other activities.



Additional Tabs

Section Description

Setup This tab is where you would edit and modify employee information and also manage background information like departments inbox notifications and other activities.

My Information This tab is used for you and would contain your information if it is being stored in ezLaborManager.

Setup tab

My Information Tab



Employee Users Introduction

Overview Examining Employee Information ezLaborManager maintains two types of information for every employee on your company’s payroll:

Employee Information

User Information

Objectives: Determine which ezLaborManager roles are relevant for your employees

Distinguish between Employee and User Information

Locate information about your employees in ezLaborManager

Both Employee Information and User Information are displayed on the Employees tab menu of the Setup Tab.

Employee Information must be added to your database before you can:

Track an employee’s time and attendance

Assign a Supervisor to oversee the maintenance of the employees time and attendance data

What is the difference between Employee Information and User Information?

Employee Information - payroll related information for the employee. For example:

Pay Group

Shift Rules

User Information - account information that relates to how the employee can use the ezLaborManager application. For example:

Access Role

Login Status

User Information setup for an employee dictates what kind of an ezLaborManager User that employee is.

There are three types of Roles that an ezLaborManager User can be assigned:

Employee - base role with no special privileges. Employees have access to their own record only

Supervisor - an Employee who has security rights to access the records of all Employees in their group

Administrator - an Employee who has security rights to access the records of all Employees in ezLaborManager



The Setup Tab

Overview Select the Setup tab.

In the Setup tab, you can:

Access all employee maintenance tasks such as adding employees; reviewing accrual balances, information related to terminated employees, activate users; change passwords; force password change; holiday program (optional); security groups; departments; time zone; and other programs as specified by your implementation.

Select Employees to view and add or update employee information, such as employee ID, supervisor, pay group, and pay rates.

In the Actions menu you can add a new employee record or by copying from an existing employee record and making the necessary changes. Copy the record of an employee who is assigned to the same pay group, department, and supervisor.



Adding a New Employee Record Directly into ezLaborManager Job Aid

Instructions

Step Action

1 Select the Setup tab.

2 Employee editor opens by default.

Note: If using and integrated payroll system to update your ezLaborManager, follow the instructions from your Implementation Specialist or contact your CSR.

3 Select the Actions menu. Select Add New Employee from drop down list.

4 Enter all fields making sure that all mandatory fields are completed. (Mandatory fields are indicated with a red triangle to the left of the field.)

Note: The employee User ID is built from the first initial of the first name and the last name combined automatically when you click in the User ID field.

5 In the Login Status field, select Grant Access if you want your employee to have login privileges in ezLaborManager.

Note: If choosing Access Granted you must give user a starting password that they will change when they login for the first time.



6 In Access Role field, select the appropriate type of user role from the list.

Note: If the user is an Administrator in ezLaborManager then check the Administrator box above the Access Role list. If you need more information chose the ? button to get further details.

7 In the Report Group field, click the Lookup button to open the report group list.

IF the user is: THEN select:

An employee EMPL

A supervisor SUPVSR

An administrator ADMIN

8 In the Employee Section of the Employee Editor, in the General tab complete the fields as required for the Is Supervisor and Supervisor.

IF the newly added employee is:

THEN:

Not a supervisor or an administrator

Do not select Is Supervisor and enter the supervisor's ID in the Supervisor field

A supervisor or an administrator

Select Is Supervisor. Leave the Supervisor field blank if that employee has no supervisor. Otherwise, enter the supervisor’s ID.

9 Add Employee ID, Paygroup and other mandatory fields including Timezone (Mandatory fields are indicated by the red triangle to left of field).

Fill in appropriate information about your employees on the General tab of the Employee section. Include the Transfer to Payroll box, the Company Code and the Payroll ID for the employee if the hours for this employee are to be transferred to payroll. Click on Submit button to save changes and continue with the other tabs.

Other tabs to consider are:

Employees Security- Assign the group from the list of to which the employee will belong.

Service Dates – The hire date is added here.

Base Rates – The employee hourly rate is added here and the date in which the rate became active.

Notification – The User ID of who should be notified if employee is late or absent. ( The tool works in conjunction with the Attendance program.)

Click on Submit button to save all changes.



10 If the employee you are adding is a Supervisor or an Administrator make sure that the User Role field and the Report Group field reflect the correct roles.

Other considerations for a Supervisor or Administrator;

Click on the Access Section of the Employee Editor and grant the Supervisor or Administrator access to the group(s) of employees use the User Security tab. Add personal information like emergency contact information in the Personal Information tab. The Emulation tab is used for the administrator to assign other users to emulate the Supervisor or Administrator for a temporary period of time. This prevents breaches in security.

Click on Submit button to save all changes

** Note: When using ADP’s integrated payroll system you would only fill in the fields that the payroll program does not update. This would include; Access Role, User Role, Badge Number, and all other applicable fields.

*** Note: The difference between Submit and Submit and Calculate buttons are; Submit only sends information to the server and reports back operation successful. It then aligns the changes in a queues to be processed. Submit and Calculate button informs the server that this is a high priority change and stop all other processes and perform this change and report back to clients computer and refresh the screen with changes made. In a multi-user environment this can slow you system down while the server sorts the priorities. Best practice is use Submit button only unless and end of period is pending and you need updates quickly, in that case use Submit and Calculate.



Modifying Employee Information Directly in ezLaborManager Job Aid

Instructions

Step Action



3 Select an employee’s record to modify. Use Lookup button (looks like magnifying glass) or Quick list (Click in the empty field to left of Lookup button) to locate desired employee record.

Result: The employee’s record displays.

4 Click the appropriate link to access the employee data you need to modify. For example, click Base Rates to modify an employee’s base rate data. Enter the required changes.

If an existing employee is promoted to supervisor or administrator, you must select Is Supervisor. Leave the Supervisor field blank if the promoted employee has no supervisor. Otherwise, enter the employee ID of that person's supervisor.

5 Click Submit to save the changes.

Result: The employee’s record is updated.



Terminating an Employee Directly in ezLaborManager Job Aid

Instructions

Step Action


2 Employee editor opens by default. Select the employee you wish to terminate.

3 In the General Tab of the Employee Section there is a status box.

4 Select Employee Scheduled for Termination.

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

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


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

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

*Note: If you have integrated payroll to ezLaborManager then you should terminate your employee through the payroll system.

**Note: If you want to prevent an employee scheduled for termination from accessing ezLaborManager then you must change Login Status to Access Denied.



Security Group Information

Overview Any employee who now needs access to ezLaborManager must be Granted Access in their employee record in the Employee editor.

There are three types of Access Roles in ezLaborManager:

Employee

Supervisor

Administrator

Security groups are used to organize employees so that supervisors can access their records using the ezLaborManager application.

ezLaborManager uses security groups to control who can view and edit employee records.

Employees are assigned to a security group.

Supervisors are granted access to the security group their employees are assigned to.

Employees are added to their security groups in the Employee Section of the Employee Editor. The Employee Security tab includes the time and attendance security group to which the employee is assigned.

For a Supervisor to manage the time and attendance records for his employees he must be granted access to their records using the Access Section of the Employee Editor. In addition to access to the necessary security groups, a Supervisor must be:

Designated a Supervisor in Access Role and the IS Supervisor check box

Added to the SUPVSR Report Group



Adding and Modifying User Information for Existing Employee

Instructions for adding an Employee login access to ezLaborMananger

Step Action



3 Select an employee’s record to modify.

Result: The employee’s record displays.

4 In the Login Status field, select Grant Access.

5 In the Report Group field, click the Lookup button to open the report group list.

IF the user is: THEN select:

An employee EMPL

A supervisor SUPVSR

An administrator ADMIN

6 In Access Role field, select the appropriate type of user role from the list. In our example we will select Employee from list.

7 In Action menu you must also select Change Password option and give the user a password.(Refer to password security module for rules)

8 Click on Submit to save changes

9 If the employee you are granting access to login to ezLaborManager then you must chose the appropriate User Role and Report Group and if the employee will be an administrator then you must check the box for Administrator.

In addition to these modifications for Supervisors and Administrators the Access section must be addressed to add the User Security to grant access to employee records.



Promoting an Employee to a Supervisor or an Administrator Job Aid

Instructions

Step Action

1 If you are using an ADP payroll application, update the employee’s record in your ADP payroll application; otherwise, follow the steps in the "Modifying Employee Information Directly in ezLaborManager Job Aid."

Note: Remember to select Is Supervisor in the Employee editor.


3 Employee editor displays.

4 Select your employee from the Lookup listing.

5 Result: The employee’s information is displayed.

6 In Access Role field, select the appropriate type of user role from the list.

Note: If the user is an Administrator in ezLaborManager then check the Administrator box above the Access Role list. If you need more information chose the ? button to get further details.



7

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

Supervisor SUPVSR

Administrator ADMIN

8 If the employee you are adding is a Supervisor or an Administrator make sure that the User Role field and the Report Group field reflect the correct roles.

Other considerations for a Supervisor or Administrator;

Click on the Access Section of the Employee Editor and grant the Supervisor or Administrator access to the group(s) of employees use the User Security tab. Add personal information like emergency contact information in the Personal Information tab. The Emulation tab is used for the administrator to assign other users to emulate the Supervisor or Administrator for a temporary period of time. This prevents breaches in security.

9 Click Submit to save the information.



Activating User Accounts Job Aid

Instructions Step Action

1 Select the Setup tab and select Employees sub-tab.

2 Select the entry dialogue box in the navigation line to the right of the Lookup button (Magnifying Glass icon), select employee name from list displayed.

3

IF you need to: THEN:

Grant Access to a user's login account

Click Grant Access from the drop down list displayed in the Login Status: click Submit.

Result: The user's account is activated.

4 Click on Submit button to save changes

Important Information If a user forgets his or her password, he or she can attempt to log on three times. On the

fourth unsuccessful attempt, the account will be denied access. If the employee has not setup the security questions to turn on the Forget Password process the administrator must change Login Status on the account and reset the password using the Actions box to the right in the employee editor.



Denying User Accounts Job Aid

Instructions Step Action

1 Select the Setup tab and select Employees sub-tab.

2 Select the entry dialogue box in the navigation line to the right of the Lookup button (Magnifying Glass icon), select employee name from list displayed.

3

IF you need to: THEN:

Deny access for a user's login account

Click Access Denied from the drop down list displayed in the Login Status: click Submit.

Result: The user's account is inactivated.

Note: Denying access a user does not terminate that user; it only blocks the user’s access to the application.

4 Click on Submit button to save changes

Important Information Denying Access to a user's account does not remove that individual from the database. It

simply blocks the user’s access to the application. If you terminate an employee, you must perform the additional tasks required to remove that employee from the database.



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

Types of Schedules

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

Daily

Recurring

Types and Descriptions

Type Description Example

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

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

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

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

Role Differences by Task Supervisors can create and assign daily schedules.

Supervisors can assign recurring schedules but cannot create them.

Only administrators can create recurring schedules.



Creating Recurring Schedules Job Aid

Scenario Create a 6:00 a.m. to 2:00 p.m. (Monday to Friday) recurring schedule and name it 6a-2pX. (Replace X with your jdexter user ID alpha character.)

Instructions

Step Action

1 Select Home Tab

2 Click Recurring Schedules.

3 On the Recurring Schedule page, click Add New.

Result: The new recurring schedule displays.

4 Fill in the Recurring Schedule name (make sure it is unique).

5 Fill in the description of the schedule making it as detailed as possible. Best practice is to include if changes are made to earning code, lunch rule, or any of the labor charge fields like department , job, cost center etc. If no changes made you may want to consider putting default in brackets to indicate no changes to these fields will happen.

6 Enter the start date when you want to start scheduling this shift.

7 Enter week number (must have a week one).

8 Enter the days of the week affected and the start time and end time.

9 Select the earning code, the lunch plan and the department that you wish to over ride from employee’s home profile and pay group setting.

10 Repeat steps 7 to 9 until all components of the schedule are completed to your satisfaction.


Result: The recurring schedule is created and appears on list of recurring schedules.

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



What Are Quick Shifts?

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

Instructions: Creating a New Quick Shift

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

Step Action

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

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

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

Step Action

1 Click a cell that displays New.

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

3 Click Apply.

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

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

Instructions: Assigning a Quick Shift

Step Action

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

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

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

4 Click Apply.

5 Click Submit.



Using the Schedule Editor Job Aid


Element Description

Schedule Types Two types; Daily and Recurring

Date Range Changes the days in the grid area allows for 31 days to be selected at a time

View Mode Allows changes in the view of the schedule on the screen

In & Out Times Default mode displays in and out times and basic information on employee

Hours Display the total hours scheduled per day

Labor Charges Displays total hours and changes from home labor charge field

Compact Reduces some employee information displayed and shows more employees on screen also shows start and stop times.

Total Scheduled Hours for Each Employee

The total hours are the number of hours reflected by the number of days chosen in the date range fields

Grand Total Grand total summarizes the totals from the daily total and breaks down by scheduled worked and non worked time

Daily Total Daily total displays the count of employees who had scheduled work time and the number of employees who had scheduled nn worked time and their associated hours.

Monthly Schedule The monthly schedule of an employee is displayed by clicking on the 31 button located in the same column as employee name. It will display 28 days based on start date of the selected date range.



Viewing and Filtering Employee Schedules Job Aid

Scenario Select and view employees in your company who work in the FTTIME pay group.

Instructions

Step Action

1 In Home tab

2 Select the Schedules tab.

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

Result: A list of filters displays.

4 In the Filter Name column, select the filter.

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

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

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

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

7 Click Find.

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



Assigning a Schedule to Multiple Employees Job Aid

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

Instructions

Step Action

1 On the Home page

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

3 In the Action field, select Assign Multiple.

Result: The Assign Recurring Schedules page displays.

4 In the Recurring Schedule field, click the Lookup button and select a recurring schedule.

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

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

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

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

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

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

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

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

9 Click Submit.

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

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



Editing an Assigned Schedule for an Employee Job Aid

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

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

Instructions

Step Action

1 In the Home page, select Schedules tab.

2 Select the Daily Schedules sub-tab.

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

4 Select Edit Single.

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

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

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

IF you want to: THEN:

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

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

Assign non worked time to the selected employee

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

Delete a selected schedule for the selected date

Click Delete Selected. Skip step 8.



Instructions (Continued)

Step Action

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

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

8 Click Submit.



Deleting and Restoring Schedules Job Aid

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

Instructions

Step Action

1 In Home tab select Schedules tab.

2 Select the Daily Schedules sub-tab.

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

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

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

Result: The selected cells are highlighted in blue.

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

IF you want to: THEN click:

Delete the schedule from the selected cells Delete

Restore the recurring schedule assigned to the employee

Restore Recurring Schedule

7 Click OK.

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



Flextime Job Aid

Overview This feature when implemented allows administrators to offer their employees the ability to work flexible hours.

Key terms to remember are;

Daily Contracted Hours (DCH) – the number of hours the employee is contracted to work.

Core Period(s) – times during the work day where the employee is required to work.

Earliest Start Time – earliest time an employee can start their flex time day.

Latest End Time – latest time an employee can end their flex time day.

Your ADP representative must turn on this feature for you to begin building your rules and then applying and scheduling the Flex Time Rules. If you require further assistance contact you ADP representative.

Instructions

1 Click on Home tab.

2 Click on Flextime Rule tab from list on left side of menu listing.

3 Result: Flextime Rules display

4 Examine existing rules. If rules do not meet your requirements then click Add New.

5 1 Name Flextime rule.

2 Describe the details of the rule. Detail as much information as possible.

3 Select Earning codes from list box which would apply to banking hours and

taking hours.

4 Check the boxes of the days of the week where the flextime rule will be

applicable.

5 Define the DCH hours for each day of the rule.

6 Define core periods if desired.

7 Submit.



Result: Flextime rules is completed and ready for scheduling

**Note: Ask you ADP representative to assign to pay groups if you wish all employees to

have the same rule applied.

Alternatively you can assign through recurring schedules or daily schedules as required.



Scheduling Flex Time using Recurring Schedules Job Aid

Overview If you wish to use the recurring schedules method to add the Flextime rules as part of the employee’s permanent schedule. This job aid will be very helpful.

Instructions

1 Build your schedule as required. Please refer to the job aid on Recurring Schedules.

2 In the Flextime Rule field click on the box to have access to all the flextime rules available and choose

the one applicable for this schedule.

3 Click on Submit to save schedule.

4 Result: Recurring schedule has Flextime Rule as part of the schedule.



Scheduling Flex Time using Daily Schedules Job Aid

Overview If you wish to use the daily schedules method to add the Flextime rules as part of the employee’s schedule for a particular day. This job aid will be very helpful.

Instructions

1 Build your daily schedule as required. Please refer to the job aid on Daily Schedules.

2 In the Flextime Rule field click on the box to have access to all the flextime rules available and choose

the one applicable for this schedule.

3 Click on Apply to apply changes for the day(s).

4 Submit to save schedule.

5 Result: Daily Schedule has Flextime Rule as part of the schedule.



Shift Premiums

Overview This feature, when implemented, will allow Administrators and Supervisors to assign a shift rule to a daily or recurring schedule and pay the employee based on the assigned shift rule regardless of the shift the employee worked.

This will reduce the amount of manual edits and effort for shift payment configuration.

Instructions for adding Shift Rules to Recurring Schedules

1 Select the Home tab.

2 Click on the Recurring Schedules link.

3 Edit existing recurring schedule or Add New (refer to Recurring Schedules job aid.).

4 Select from the list box the shift rule you wish to apply to the recurring schedule.

5 Submit



Shift Premiums in Daily Schedules

Overview This feature, when implemented, will allow Administrators and Supervisors to assign a shift rule to a daily schedule and pay the employee based on the assigned shift rule regardless of the shift the employee worked.

This will reduce the amount of manual edits and effort for shift payment configuration.

Instructions for adding Shift Rules to Daily Schedules

1 Select the Home tab.

2 Click on the Schedules link.

3 Select Daily schedules.

4 Select the days for the employees you wish to add the shift rule to.

5 Select from the list box the shift rule you wish to apply to the daily schedule.

6 Submit to save changes



Time Entry Methods and Editing Timecards

Types of Time Entry

Overview ezLaborManager supports several methods in which employees can record the hours they have worked. This time entry method is attached to the pay group. Each employee is assigned a pay group when their file is created. This will assign all the shift rules, rounding rules, overtime calculations and other business rules that your company uses when calculating employee hours. Your ADP representative has worked with and determined the method best suited to your company’s payroll requirements.

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

Types and Descriptions

Type Description

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

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

Employees can view their timecards.

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

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

These employees can edit their timecards in ezLaborManager.

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

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

These employees can edit their timecards in ezLaborManager.

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

They can view their timecards only in ezLaborManager.



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

Examples

The timecard is missing supervisor approval.

The timecard is missing hours.

The timecard is missing an in or out punch.

The employee has clocked out early or late.

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

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

Symbol Description

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

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

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

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



Using Timecard Manager

The Timecard Manager Page


Element Description

Pay Date Range Filters The dates control the dates available to view or editing in the timecard.

Employee Information Lists all the need to know information about the employee. Helpful in troubleshooting with your TLM Support Consultant.

Lookup button When you click the button the entire listing of available employees appears. Click on the editing box will display the list as well.



The Timecard Manager Page (Continued)


Element Description

Links Links allow you to perform specific tasks directly from Timecard Manager.

Processing symbols The processing symbols give you an indication of whether entries for the designated row have been correctly processed or contain errors. In addition the processing symbol is a link to additional information regarding the time pairs including calculated hours and earning codes, rounding of punch times and Edit Audit details of changes made to the time pair.

Entry fields The entry fields are the locations on the page in which employees enter time details or Administrators make adjustments to the time pair.

Notes The Notes button allows you to add free form text, view, or edit notes for a row. This information is saved with the timecard and can be re printed in the future.



Adding Missed Punches Job Aid

Scenario 1 On the second Thursday of the pay period, Heather Duncan forgot to punch in when she returned from lunch. She left the office at 4:21 p.m. Correct Heather’s punches.

Instructions

Step Action

1 In the Home tab select Timecard Manager button or use the tab menu on the left side of the screen.

2 If the desired employee timecard does not display, on the Timecard Manager page (Single Employee View), click the Find field. The listing feature will display the list of available employees, then select the employee whose timecard needs editing.

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

3 In the Time In or Time Out column, edit or enter the missing hours as necessary. If the earnings code is incorrect, click on the field and select from the list.

4 To open the Earnings Code Lookup window, click the Lookup button, and then select the appropriate code.

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

5 Click Submit.

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

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



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

In short this scenario shows you how to add an additional row(s) in the time card for the same day.

Instructions

Step Action


2 If the desired employee timecard does not display, on the Timecard Manager page (Single Employee View), click the Quick lookup field. The listing feature will display the list of available employees, then select the employee whose timecard needs editing.


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

Click Submit.

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



Deleting Punches Job Aid

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

Instructions

Step Action




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

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

4 Click Submit and then click OK.

Result: The selected row is deleted.



Editing Hours Job Aid

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

Instructions

Step Action




3 In the Hours column, edit or enter the missing hours as necessary. If the earnings code is incorrect, click on the field and select from the list.

4 To open the Earnings Code Lookup window, click the Lookup button, and then select the appropriate code.

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

5 To open the Notes window, click the Note icon. Then enter a note and click Done.

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

6 Click Submit.

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



Editing Days Job Aid

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

Note: To track non worked time by days, ask your service representative to enable this feature.

Instructions

Step Action




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

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

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

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

6 Select the appropriate day part.

7 Click Submit.

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



Correcting Department Transfers Job Aid

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

Instructions

Step Action





IF the transfer is a: THEN:

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

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

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

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

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

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

Result: The Department Lookup window opens.

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

Result: The employee’s department code is updated.

7 Click Submit.

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



Rounding Rules

Overview Rounding Rules calculations are a part of the background process that your Implementation Specialist built for you based on your organization’s business rules. Rounding Rules are part of the processing that happens in the background and is associated with the Time Calculations Plan that is attached to the Pay Group.

You can see the result of the calculation in the timecard for an employee on any particular pair of punches.

Instructions

1 Select Home tab.

2 Manager’s Home Tab with large buttons should appear.

3 Select the Timecard button.

4 Select employee.

5 Click on the processing symbol on the row of data you wish view.



6 Result: A window will open and display the calculated results.



Fixing Exceptions Job Aid

Best Practice You should clear exceptions on a daily basis.

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

Instructions: Exceptions by Employee

Step Action

1

Click on the tab menu item Exceptions by Employee

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

2 There is a radio button to show current or next pay period. Choose current pay period.

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

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




IF a solution: THEN:

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

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



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

Instructions: Exceptions by Type

Step Action

1 In the Home tab, select Timecard Exceptions or chose The Timecard Exception button from the home page.

Result: This will load the lost of exception by type.

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

Result: The selected exception details display.

3

Approve timecards.

IF you want to approve: THEN:

Total hours for one or more employees

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

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

Click Approve.

Each time pair for each employee

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

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

Click Submit.

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



Reviewing Time Off Requests

The Time Off Request Process

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

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

Stage Description

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

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

3

IF the supervisor: THEN:

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

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

Denies the request No further action is required.

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



Requesting Time Off Job Aid for Employees

Scenario Heather Duncan wants to request vacation time. She logins into ezLaborMananger with her user name and password and selects the New Time Off Request button on the Home page.

Heather is requesting vacation time over the New Years Eve of 2010. Heather’s company is recognizing the New year’s Day holiday on the Monday of January 3, 2011. So she selects (by left clicking on the calendar day) the days that she will be away on vacation. She could have chosen a week selector using the blue triangle at the start of the calendar row. This would have chosen all the days including the Monday January 3, 2011. Heather selects a date for her Supervisor to review her Time Off Request and clicks on the Submit button.

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



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

Important Information

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

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

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

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

The approved time overwrites the existing employee's schedule.

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

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



Requesting Time Off Job Aid for Supervisors or Administrators

Instructions For Supervisor or Administrator

Step Action

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

2 Click the time off request message description.

Result: The message details display along with a link.

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

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

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

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



5 Click Close.

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

7


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

Click Approve Request.

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

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

Click Partially Approve Request.

Deny the request Select Deny (in the header).

Click Deny Request.

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



The Time Off Requests Page Job Aid You can view all time off requests from Home page by selecting Time Off Requests. You have options to select by Year or by Status. You can also use the find box and button to select a Time Off Request.


Element Description

Status Allows you to display time off requests by specific status

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

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



End-of-Period Tasks

The ezLaborManager Workflow Process Stages 1 and 2 are now complete. Stages 3-7 are remaining.

Tasks and Descriptions

Task Description Within ezLaborManager?

Check Pending Events Check for unprocessed timecards. Yes

Check Payroll-related Exceptions (optional stage)

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

Yes

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

Yes

Check Attendance Exceptions (optional step)

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

Yes

Check Payroll Reconciliation (optional stage)

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

Yes

Check Payroll Export and Run Reports

Lock the payroll cycle.

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

Create and download the payroll export file.

Yes

Transmit or Submit the Payroll to ADP

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

No

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

No

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

Yes



End-of-Period Page Select the Manager Home tab, and then click Prepare for Payroll button.

Options and Descriptions If you have more than one pay cycle, select the cycle you wish to process payroll for by selecting the button Start Preparation



Performing Payroll Export Job Aid

Overview Running reports will ensure that employees are paid correctly. Before clicking on the Create Export button, run the following reports (if applicable):

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

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

Exporting the Payroll

Behind The Scenes 1 Behind the scenes the following events have processed successfully.

Check Pending Events

Check Payroll-Related Exceptions

Check Time Pair Exceptions

Check Attendance Exceptions (Optional setup)

Check Projected Payroll (Optional setup)

2 Upon completion of all the events the final preparation screen appears. Your pay cycle is automatically locked.



3 Run all reports that are required for the preparation of payroll.

Step Action

1 On the Checking payroll export requirements page, click Access Reports to Run Payroll/Timecard Reports.

Result: The Reports page displays.

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

2 In the Name column, click Administrator Reports.

Result: The Administrator Reports page displays.

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

Result: The report opens as a PDF file.

Complete all reports and close reports screen you will return to the

4 You will notice the progress meter indicating the level of completion.



5 You will also notice that the description of the export file is automatically created for you.

6 If others are to be notified about the completion of the pay roll export in your organization then the User to Receive Inbox Message on Completion and the E-Mail Address for Additional Notification of Completion are available for you to complete if required (this is optional).

7 If you are satisfied with the results of your reports and have completed all required tasks then proceed to click on the Create Export button

8

Click the refresh button every few moments until the export status is exported.



9 Step Action

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



Save the payroll export file to a local or network drive

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

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

Click Save to download the file to the location that your payroll import files should be located. This could be on your local computer or your shared network drive.

Result: The user closes the windows and the export is complete.



Importing a Payroll Export File Job Aid

Instructions: Importing a Payroll Export File to pay@work

Step Action

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

2 Click Utilities.

3 In the left pane, click Import Utility.

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

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

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

7 Click Verify.

Result: A summary of what will be imported displays.

8 After the import has been verified the Import box to the far left needs to be checked and then the Import Selected icon becomes available (above Template) This is clicked to run the import

Click View to review the Import Update report.

9 Click Run.



Transmitting the Payroll and Verifying Cheques

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



Moving a Payroll Cycle to the Next Pay Period Job Aid

Instructions

Step Action

1 Select the Move Pay Cycle tab, from the Home tab or select the big Move Pay Cycle button from the Manager Home screen.

2 Select the pay cycle that you wish to move. The pay cycle should be in a locked position.

**Note: You should have completed the entire Prepare Payroll Cycle including creating and exporting files. In addition the exported files should be imported into the payroll and submitted to ADP for processing prior to attempting to Move Pay Cycle.

This step is irreversible!

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

IF the payroll file: THEN:

Is successfully exported Select check box All timecard data has either been verified for the current pay period or has been exported to the payroll system.

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



4 Click Move to Next Period.

This step is irreversible!

Result: The status changes to “Move Pending.”

5 Click Refresh.

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

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



Report Functions

The Automated Reports Feature

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

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

EzLaborManager now offers a “best fit” printing calculation that will save paper as it determines that the requested report would print more effectively in Portrait or Landscape mode. By default your database is set to the best fit mode.


Element Description

Reports-Home tab Tab to locate user reports and report categories

My Reports section Location where the standard reports that you modify are saved

Report Categories section Listing of available reports based on Access Role

Administrator reports Listing of reports that an Administrator would use most regularly

Supervisor reports Listing of reports that a Supervisor would have access

Report Scheduling tab If turned on allows users to schedule and of the “my reports”



Frequently Run Reports

Reasons to Run a Report Run a report to:

View daily schedules

Verify employee hours for a payroll cycle

Check department allocations

View employees and users assigned to a security group

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

Report Types and Descriptions

Type Description

Timecard Reports Provides Timecard report with signature line for Employee or Supervisor written approval

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

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

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

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

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

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

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



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



Viewing a Report Job Aid

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

Instructions

Step Action

1 On any ezLaborManager page, click Reports. (or use big reports button on home page)

Result: The Reports page displays.

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

Result: The Administrator Reports page displays.

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

Result: The report opens as a PDF file.

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

4 Click Close after you print or save or email. (Email is pending your company’s setup of the Adobe Reader and other licensing by Adobe)..



Downloading Report Data Job Aid

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

Instructions

Step Action

1 On any ezLaborManager page, click Reports button from top right of computer screen (or use big reports button on home page)

2 If you do not see the name of this report in the My Reports category then in the Report Categories section, click Administrator Reports.

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

Result: The Download Report window opens.

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

Result: The File Download window opens.

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

IF you want to: THEN click:

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

Result: The report file is downloaded.

View the report Open to view the file

Result: The report displays in your default spreadsheet program.

6 Click Close.



Editing a Report Job Aid

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

Instructions: Selecting Specific Data for the Report

Step Action

1 On any ezLaborManager page, click Reports.(or use the big reports button on home page)

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

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

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

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

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



Instructions: Creating a Filter for the Report

Step Action

1 In the Select Field list, select a field.

Result: The Qualifier and Selected Values fields display.

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

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

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

5 Click Add Filter.

Result: The filter information displays.

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



Scheduling a Report

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

Sections and Descriptions

Sections Description

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

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

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

Important Information

Each user can create a maximum of 20 report schedules.

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



Scheduling a Report Job Aid

Instructions

Step Action

1 On the Report Scheduling tab, click Add New.

Result: The Edit Report Schedule page displays.

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

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

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

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

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

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

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

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

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

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



Accessing a Completed Report

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

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

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

Documents

ezLaborManager for Administrators With Simplified · PDF fileezLaborManager for Administrators With Simplified User Interface Introduction User Guide Automatic Data Processing, Inc