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HCL America
New Hire Presentation Guide
ARTECH INFORMATION SYSTEMS Company Snapshot
Minority & women-owned business enterprise
(MWBE), established in 1992.
Preferred go-to Supplier and recognized as a fast
growth company to over 70 Fortune and Global 500
relationships:
IBM, Fannie Mae, Johnson & Johnson, Capital
One, Kelly Services, & many more.
Core delivery areas: Scientific, IT, Healthcare,
Engineering, & Financial Services.
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GLOBAL SUPPORT
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USA
CHINA INDIA
Global support from over twenty-five locations across the U.S., China and India.
Artech Global Workforce includes over 6,000 professionals globally.
POINT OF CONTACT
Congratulations on your new opportunity! Artech strives to be THE EMPLOYER OF CHOICE.
We will work hard to support you during your employment to
ensure a POSITIVE EXPERIENCE.
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Please keep [email protected] in loop for all email communications.
Abhishek Khobragade Talent Management Specialist
360 Mt. Kemble Avenue
Suite 2000 Morristown, NJ 07960
Office: 973.967.3377
Anuj Srivastava Talent Management Specialist
360 Mt. Kemble Avenue
Suite 2000 Morristown, NJ 07960
Office: 973.507.7537
- BEACON details
- Payroll / Direct Deposit
- Time Entry details
- Expense Entry details
- BEACON Support
- Health Benefits Enrollment overview
- Checklist
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Business Enterprise Automated Core Operations Network
• View/update personal tax information
• Update home address
• Enroll in direct deposit
• Time entry portal
BEACON
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NOTE: If you do not receive your UID and PWD, contact your Talent Management Specialist.
BEACON User ID & Password A unique User ID & Password will be
emailed 2-3 business days after your start date from [email protected].
https://hr.artechinfo.com
BEACON
Password
1. Set up a new password immediately upon accessing BEACON.
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Main Menu
NOTE: By continuing to click on drop down menu items, you will generate a new path. Once you click on your destination, your path will appear in the top bar.
2. In the ‘My System Profile’ link, set up your ‘Forgot My Password’ link, incase you lose your password. You will select a question/answer
that will be used to authenticate you.
BEACON
Personal Information
Confirm and/or update your personal information:
Name
Home mailing address
Phone number
Email (Use your direct personal email, not your company email)
Emergency contacts
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Main Menu > Self Service > Personal Information
NOTE: If you see any errors in your DOB or SSN, contact your Artech TMS Representative.
First check mailed to address updated on BEACON. Ensure home address is accurate under Self-Service tab.
BEACON
Setting up your W-4 Main Menu > Self Service > Payroll & Compensation >
W-4 tax information
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Enter your Allowances and Marital Status.
NOTE: If your personal information changes at any time, please update on BEACON and notify your TMS Representative via email.
CLAIM EXEMPTION INSTRUCTIONS: You should mark this box ONLY If you wish to claim no federal taxes for the year.
BEACON W-4 State Tax Elections
State Tax Elections, which is the state you work in, follow Federal Elections.
-If you wish to select a different State tax withholdings than your Federal tax withholdings, you will need to submit a separate ‘State Tax Withholding Form’ specifying the withholding amount and/or the number of allowances.
The State Tax withholding forms can be found on the United States Department of Labor website: www.dol.gov/oasam/doljobs/statetaxforms.htm
After completing the relevant state tax withholding form for your state, please sign and e-mail the form to your Artech Talent Management Specialist, [email protected] and to [email protected]
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You will be able to: - View your Paychecks
- View/update your Direct Deposit information
- View/update your W-4 information
BEACON
Payroll
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Main menu > Self Service > Payroll & Compensation > View Paycheck
Please review your paystubs from time to time, in case of any incorrect tax deductions, please notify your TMS immediately.
NOTE: It is your responsibility to review your paystubs for accuracy regularly.
Paychecks are viewable on the check date. You may also print checks from this view.
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BEACON
Direct Deposit
Direct Deposit- highly recommended • Avoid delays, environmentally
friendly, and faster pay.
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Main menu > Self Service > Payroll and Compensation > Direct Deposit
Update bank information
• Account type: Checking or Savings • Deposit type: Percent or Amount • Percent: i.e. 100 % of paycheck or a
specified Amount: $ 500.00 • Deposit order: Input 1, if one account is
being used.
When complete, click on ‘SUBMIT’.
NOTE: Any changes to this screen must be verified by the bank. There may be a delay of one payroll cycle for direct deposit and you will receive a paper-check during that payroll cycle.
BEACON
Direct deposit- multiple accounts
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Setting up Direct deposit with multiple accounts • Savings and checking accounts • Separate deposits by Amount
or Percent.
Main menu > Self Service > Payroll and Compensation > Direct Deposit
*If you are using one account for direct deposit, you will enter PERCENT for ‘Deposit Type’ and then enter ‘100’ in the next box.
*If you are using more than one account, you will select either ‘Amount’ or ‘Percent’, and then follow the same steps. Please see example to the left for using two accounts.
Please be careful when choosing amount or percent. If you are unsure, please call
your Artech TMS Representative
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• The standard “working week” for HCL America is Monday - Friday. Unless you are working on weekend, the hours must be submitted no later than 8:00 PM EST each Friday within the current week. If you are required to work on either Saturday or Sunday, then you can submit your timesheet on the last working day of the week.
• If you have no hours to report ( i.e. vacation), please submit ‘No Hours’
in Beacon and notify your TMS accordingly.
• In case of any issues with timecards, please notify your TMS
BEACON
Time Entry - Approved Time Sheet
1. Log-in into HCL iTime portal and complete your time sheet by the end of each week.
1. Once your timesheet is approved by your manager in iTime, you can take the screenshot of your ‘Approved Time Sheet’ and upload the screenshot in Beacon.
The approved timesheet should mandatorily have the following:
- Name and SAP ID on right top corner of the screen shot should be clearly visible.
- Week dates should be visible.
- Hours should be in GREEN color, (once hours are approved by your reporting manager, color will change from yellow to green).
- Last row (in blue/grey) at the bottom must reflect the same hours as mentioned in activity.
See next slide for sample screenshot.
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This is what an approved timesheet looks like:
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BEACON Time Entry
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Main Menu > Time & Expense Entry > Contractor > Enter Time & Expense
Instructions for time entry • Hours must be entered at the end of
each work week to prevent any pay
delays.
BEACON
Time Entry
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2. Select Time Reporting Code – Regular • Enter all time as Regular- BEACON will calculate straight
time vs. overtime
1. Click ‘Previous Week’ or ‘Next Week’
BEACON
Time Entry
3. Enter number of hours worked under the corresponding date, and click ‘SAVE’.
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Beacon will calculate your total hours and an ‘attachment’ link will appear.
NOTE: Your time card has NOT been submitted at this point.
4. Click on ‘Attachment’ and a new window will open. Choose ‘Timesheet’ in the drop down menu, and then click ‘Add’. This will be where you attached your Approved Time Sheet from KWT.
BEACON Time Entry - Approved time sheet
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5. In the pop-up window, click ‘Browse’ and ‘Upload’ the screenshot from the iTime portal.
6. Click on ‘SAVE’ and ‘Return to Timecard’.
7. Click on ‘SAVE’ when all hours for the week are visible and the screenshot is uploaded.
8. If there are no expenses, final step to complete is to click ‘SUBMIT’ for processing.
Time Entry Calculation
• Beacon (Artech's time reporting tool) and iTime (HCL's time reporting tool) calculate time in a different way.
• Beacon uses a decimal expression for minutes, or part of an hour. So working 8 hours and 30 minutes is 8.5 hours in Beacon.
• In iTime you can input the actual minutes, or 8:30.
• It is very important the time in both systems matches exactly, which means, not entering 8.30 in Beacon for 8 hours and 30 minutes. If time in the two systems doesn't match, we have to do manual verification, potentially involving you to resolve the discrepancy and of course ask you to update one of the systems. We don't want you to do this extra work, which could result in a delay in your payroll.
• So remember:
• Beacon is hours and minutes in decimal format H.XX where xx is minutes/60
= (iTime Minutes x 100)/60 = (xx*100)/60
• iTime is hours and minutes: HH:MM
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• You must notify your TMS when you submit expenses.
• Travel expenses (i.e. hotel, airfare, car rental etc.)
will be reimbursed after the travel dates.
• We are required to have all the original receipts for processing the Expenses.
• Cr/Dr statements are not accepted for reimbursements.
• Manager approval is needed prior to incurring the expense.
BEACON Expense Entry
1. Click on corresponding week, and select the time reporting code (TRC) ‘Other’ for any expenses to be entered.
2. Enter the total amount for the week on the Sunday, as approved by your manager, and
click on ‘SAVE’.
3. Upon saving, click on the ‘Attachment’ link that will appear.
4. Select ‘Expense’ under Type, and enter a comment.
5. Click ‘ADD’ and select the file accordingly.
• The Expense file will then appear on your attachment list.
6. Click ‘SAVE’ when attachment has been uploaded and return to timecard.
7. After hours and expenses have been entered, final step is click ‘SUBMIT’.
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NOTE: Your expense approval attachment should not have any spaces or symbols in the file name. See example below:
My Expenses! is NOT GOOD MyExpense is GOOD
BEACON
Time Entry & Expense
Final Reminders about time/expense entry Enter time at the end of every work week.
Always click ‘SAVE’ upon entering or uploading time/expenses
Click ‘SUBMIT’ only after you entered all your hours/expenses.
You cannot modify your Time Sheet entry field once it has been submitted.
• If you notice an error after submitting, send an email to [email protected] and [email protected] requesting to have your timecard rejected.
• Your timecard will then be re-open.
• Log back into BEACON, enter the correct time > SAVE > and SUBMIT.
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BEACON SUPPORT
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Contact your Talent Management Specialist (TMS).
- Abhishek Khobragade
- Anuj Srivastava
Visit our BEACON page www.theartechcircle.com
(Q&A and other self-guides are provided)
Email us at [email protected]
BENEFITS 2016 Snapshot
Enrollment window 40 days from start date. Coverage begins 1st of the following month, after completing 60 days of service.
• Aetna- POS Plan
• Assurant- Dental, High & Low plans available
• VSP- Vision
• Cigna- voluntary plans; Life/AD&D (Auto-enrolled, Employer paid plan), STD/LTD.
• Kemper Worksite Benefits- Accident Expense,
Critical Illness & Whole Life.
• 401K Savings plan- Eligible to enroll after 30 days of service.
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*More information is provided in the benefits email
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Received BEACON log-in details.
Received HCL iTime log-in details for
timekeeping.
Log into BEACON and confirm the
following:
Address, contact information, and set
up ‘Forgot My Password’ link
Set up W-4.
Set up Direct Deposit.
Enter hours worked at the end of the
week.
CHECK LIST FOR FIRST WEEK
Artech would like to say THANK YOU for joining our team.
We are committed to being your employer of choice.
www.artechinfo.com
The contents of this document are proprietary and confidential to Artech Information Systems LLC. and may
not be disclosed in whole or in part at any time, to any third party without the prior written consent of Artech
Information Systems LLC.
Learning & Development
