ezLaborManager for Administrators

Transcription

ezLaborManager
for Administrators
Handout Manual
V12281072192EZ18CANENG
© 2010 ADP, Inc.
ADP’s Trademarks
The ADP Logo, ezLaborManager, and pay@work are registered trademarks ADP, Inc. PaySpecialist is a
trademark of ADP, Inc.
Third-Party Trademarks
Adobe and Reader are registered trademarks of Adobe Systems Incorporated in the United States and/or
other countries.
Microsoft, Excel, Internet Explorer, and PowerPoint, Windows are registered trademarks of Microsoft Corporation
in the United States and/or other countries.
All other trademarks and service marks are the property of their respective owners.
© 2011 ADP, Inc. and its licensors. All rights reserved.
The information contained herein constitutes proprietary and confidential information of ADP. It must not be copied,
transmitted, or distributed in any form or by any means, electronic, mechanical, or other, including photocopy or
recording, or through any information storage or retrieval system, without the express written permission of ADP.
EZLABORMANAGER FOR ADMINISTRATORS
HANDOUT MANUAL
Contents
ezLaborManager for Administrators Course Introduction ....................................................................................................... 1
Course Purpose....................................................................................................... 1
Course Agenda ....................................................................................................... 1
Materials Overview ................................................................................................ 1
Implementation Questions...................................................................................... 1
Part 1: Timecard Maintenance Part 1 Introduction......................................................................................................1-1
Agenda ................................................................................................................1-1
Module 1: Introducing ezLaborManager Module 1 Introduction................................................................................................1-2
Topics..................................................................................................................1-2
Setting Up ezLaborManager.......................................................................................1-3
Features and Benefits of ezLaborManager..........................................................1-3
The Setup Process ...............................................................................................1-4
Understanding the Punch-In to Paycheque Process....................................................1-5
The Punch-In to Paycheque Process ...................................................................1-5
Accessing ezLaborManager .......................................................................................1-6
Adding a Favourite, Creating a Desktop Shortcut, and Logging On Job Aid.....1-6
Changing Security Questions and Answers Job Aid...........................................1-8
Changing Passwords Job Aid ..............................................................................1-9
The ezLaborManager User Interface ........................................................................1-10
Administrator, Supervisor, and Employee Services..........................................1-10
Navigation Elements .........................................................................................1-12
The Administration Page...................................................................................1-13
Module 1 Summary ..................................................................................................1-14
Topics................................................................................................................1-14
Module 2: Maintaining Timecards Module 2 Introduction................................................................................................2-1
Topics..................................................................................................................2-1
Time Entry Methods...................................................................................................2-2
Types of Time Entry ...........................................................................................2-2
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Editing Employee Timecards .....................................................................................2-3
What Are Timecard Exceptions? ........................................................................2-3
Using Timecard Manager....................................................................................2-4
Adding Missed Punches Job Aid.........................................................................2-6
Deleting Punches Job Aid ...................................................................................2-8
Editing Hours Job Aid.........................................................................................2-9
Editing Days Job Aid ........................................................................................2-10
Correcting Department Transfers Job Aid ........................................................2-11
Supervisor Approvals Job Aid ..........................................................................2-12
Practice: Editing Timecards ..............................................................................2-13
Practice Results: Editing Timecards..................................................................2-14
Debrief...............................................................................................................2-23
Fixing Exceptions.....................................................................................................2-24
Overview ...........................................................................................................2-24
Locating Exceptions by Employee....................................................................2-24
Fixing Exceptions by Employee Job Aid ..........................................................2-25
Fixing Exceptions by Type Job Aid ..................................................................2-26
Module 2 Summary ..................................................................................................2-27
Knowledge Check .............................................................................................2-27
Part 1 Closing ...........................................................................................................2-28
Part 2 Preview ...................................................................................................2-28
Training Evaluation...........................................................................................2-28
Part 2: Employee Scheduling Part 2 Introduction......................................................................................................3-1
Agenda ................................................................................................................3-1
Module 3: Creating and Viewing Schedules Module 3 Introduction................................................................................................3-2
Purpose................................................................................................................3-2
Topics..................................................................................................................3-2
Creating Schedules .....................................................................................................3-3
What Is a Schedule? ............................................................................................3-3
Types of Schedules..............................................................................................3-3
Creating Recurring Schedules Job Aid ...............................................................3-4
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Viewing and Filtering Employee Schedules ..............................................................3-5
Using the Schedule Editor Job Aid .....................................................................3-5
Viewing and Filtering Employee Schedules Job Aid..........................................3-6
Module 3 Summary ....................................................................................................3-7
Topics..................................................................................................................3-7
Module 4: Assigning Schedules to Employees and Reviewing Time Off Requests Module 4 Introduction................................................................................................4-1
Topics..................................................................................................................4-1
Assigning Schedules to Multiple Employees .............................................................4-2
Assigning a Schedule to Multiple Employees Job Aid .......................................4-2
Editing Assigned Schedules .......................................................................................4-3
Editing an Assigned Schedule for an Employee Job Aid....................................4-3
Practice: Creating and Assigning Schedules .......................................................4-5
Practice Results: Creating and Assigning Schedules ..........................................4-6
Reviewing Time Off Requests .................................................................................4-11
The Time Off Request Process..........................................................................4-11
Requesting Time Off Job Aid ...........................................................................4-12
Reviewing Time Off Requests Job Aid.............................................................4-16
The Time Off Requests Page ............................................................................4-17
Debrief...............................................................................................................4-18
Module 4 Summary ..................................................................................................4-19
Knowledge Check .............................................................................................4-19
Part 2 Closing ...........................................................................................................4-20
Part 3 Preview ...................................................................................................4-20
Part 3: Employee Maintenance, Report Functions, and End-of-Period Tasks
Part 3 Introduction......................................................................................................5-1
Agenda ................................................................................................................5-1
Module 5: Maintaining Employee Information Module 5 Introduction................................................................................................5-2
Topics..................................................................................................................5-2
Understanding Employee Information .......................................................................5-3
Overview .............................................................................................................5-3
What Are Security Groups? ................................................................................5-3
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Adding and Modifying Employee Information ..........................................................5-4
Overview .............................................................................................................5-4
The Employee Editor ..........................................................................................5-4
Adding a New Employee Directly into ezLaborManager Job Aid .....................5-7
Promoting an Employee to a Supervisor Job Aid .............................................5-10
Terminating an Employee Directly in ezLaborManager Job Aid .....................5-12
Practice: Adding and Modifying Employee Information..................................5-13
Practice Results ................................................................................................5-15
Debrief...............................................................................................................5-16
Module 5 Summary ..................................................................................................5-17
Knowledge Check .............................................................................................5-17
Module 6: Editing and Running Reports Module 6 Introduction................................................................................................6-1
Topics..................................................................................................................6-1
Report Functions ........................................................................................................6-2
The Automated Reports Feature..........................................................................6-2
Frequently Run Reports ......................................................................................6-3
Viewing a Report........................................................................................................6-4
Viewing a Report Job Aid...................................................................................6-4
Downloading a Report................................................................................................6-5
Downloading Report Data Job Aid .....................................................................6-5
Editing a Report..........................................................................................................6-6
Editing a Report Job Aid.....................................................................................6-6
Scheduling a Report ............................................................................................6-8
Practice: Editing and Running a Report ..............................................................6-9
Practice Results: Viewing, Downloading, and Editing a Report.......................6-10
Debrief...............................................................................................................6-12
Module 6 Summary ..................................................................................................6-13
Topics................................................................................................................6-13
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Module 7: Completing End-of-Period Tasks Module 7 Introduction................................................................................................7-1
Topics..................................................................................................................7-1
End-of-Period Tasks...................................................................................................7-2
The Punch-In to Paycheque Process ...................................................................7-2
End-of-Period Page .............................................................................................7-3
Checking for Pending Events Job Aid ................................................................7-4
Checking for Payroll-Related Exceptions Job Aid..............................................7-5
Checking Time Pair Exceptions Job Aid ............................................................7-6
Checking Attendance Exceptions Job Aid ..........................................................7-9
Performing Payroll Export Job Aid...................................................................7-10
Importing a Payroll Export File Job Aid ...........................................................7-13
Transmitting the Payroll and Verifying Cheques..............................................7-15
Moving a Payroll Cycle to the Next Pay Period Job Aid ..................................7-16
Support after Class ...................................................................................................7-17
ezLaborManager Training.................................................................................7-17
Module 7 Summary ..................................................................................................7-18
Knowledge Check .............................................................................................7-18
Course Closing .........................................................................................................7-19
Course Objectives .............................................................................................7-19
ezLaborManager for Administrators (72192) ...................................................7-20
Next Steps .........................................................................................................7-21
Appendix
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Course Introduction
Course Purpose
This course prepares you to use ADP’s ezLaborManager to manage your time and
labor tasks.
Course Agenda
Part
Modules
 Module 1: Introducing ezLaborManager
Part 1: Timecard Maintenance
 Module 2: Maintaining Timecards
 Module 3: Creating and Viewing Schedules
Part 2: Employee Scheduling
 Module 4: Assigning Schedules to Employees
and Reviewing Time Off Requests
Part 3: Employee Maintenance, Report Functions,
and End-of-Period Tasks
 Module 5: Maintaining Employee Information
 Module 6: Editing and Running Reports
 Module 7: Completing End-of-Period Tasks
Materials Overview
Use the following information to help you perform ezLaborManager tasks:
 Job aids in your handout manual
 Payroll processing guides and quick reference cards downloaded from the Online
Training Center
Implementation Questions
Use the following table to list any follow-up items that you may need to discuss with your
implementation specialist (IS):
Questions for my IS:
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Module 1: Introducing ezLaborManager
Handout Manual
PART 1 > MODULE 1: INTRODUCING EZLABORMANAGER
Part 1 Introduction
Agenda
This part of the course consists of the following modules:
 Module 1: Introducing ezLaborManager
 Module 2: Maintaining Timecards
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Module 1 Introduction
Topics
This module includes the following topics:
 Setting Up ezLaborManager
 Understanding the Punch-In to Paycheque Process
 Accessing ezLaborManager
 The ezLaborManager User Interface
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Setting Up ezLaborManager
Features and Benefits of ezLaborManager
Overview
ezLaborManager is a fully automated, Web-based solution for managing time and
attendance records.
Features and Benefits
The following table lists the features and benefits of ezLaborManager:
Feature
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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. You can focus on completing the
payroll. Authorized employees can view their own records.
Automated messaging
All users can receive their ezLaborManager messages in a
centralized inbox on the Home tab and by e-mail (if e-mail
delivery is enabled).
Request Time Off (if applicable)
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
You can make payroll data available to ADP PC/Payroll,
ADP's pay@work®, and ADP's PaySpecialist™.
Benefit accruals (if applicable)
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
You can store historical timecard information in an easy-toaccess format that complies with federal wage and hour
requirements.
Reports
You can run various reports with up-to-the-minute pay
period information to enable management to analyze
labor costs.
Reports scheduling
You and your supervisors can schedule reports to generate
automatically at defined times in the future.
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The Setup Process
Overview
Before you use ezLaborManager, the setup process must be completed.
Description
Stage
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Description
1
Your ADP representative imports all initial employee data into ezLaborManager.
2
The administrator creates schedules (if applicable).
3
The supervisors assign schedules (if applicable) to their employees.
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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.
Stages and Descriptions
The following table describes the stages of this process:
Stage
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Description
1
Employees enter their time data in ezLaborManager, and the punches are collected. The
application applies rounding rules, totals the hours, calculates overtime, and highlights
missed punches and other exceptions.
2
Your supervisors review and edit time information and generate reports. Supervisors can
also approve time online, if your company is set up for this feature.
3
You close the pay period (so no further entries can be made in ezLaborManager), adjust the
payroll as necessary, and create the files with pay data and punch details. You export the
paydata file and, if your company is set up to display punch details on employee's cheques,
the punch detail files..
4
The payroll administrator imports these files to the ADP payroll product and submits the
payroll to ADP.
5
ADP processes the payroll.
6
ADP then sends the output, including paycheques, vouchers, and reports, to the payroll
administrator who verifies the information, distributes paycheques to employees, and then
starts a new payroll cycle in your Payroll module.
7
You then move to a new pay period in ezLaborManager, and the process begins again.
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Accessing ezLaborManager
Adding a Favourite, Creating a Desktop Shortcut, and
Logging On Job Aid
The Training Database
To log on ezLaborManager during this class, you must use the client name, user ID, and
password provided by the instructor. Record those items on the following lines.
 Client name: ________________________
 User ID: ____________________________
 Password: _____________________________
Note: When you are back in your office, you will use your company’s logon information.
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. From the single computer, you can go to that
page and create a favourite for the web clocking page so that several employees can access the
application from that computer.
3
In the center of the page, click Bookmark ezLaborManager.
4
In the Add Favourite window, click OK.
Result: The ezLaborManager link is added to the list of favourites.
5
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.
6
Double-click the ezLaborManager desktop shortcut.
Result: The ezLaborManager Login page displays.
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Instructions (Continued)
Step
Action
7
IF the client name:
THEN:
Already exists on your
computer as an
Internet cookie
Enter your user ID and password and click Login
Note: To obtain your user ID and password, contact your
Administrator.
Does not exist on your
computer as an
Internet cookie
In the Client Name field, enter your client name and
click Submit.
Result: The ezLaborManager Administrator Services Home page displays.
Note: If your employee is using the ezLaborManager Web Clocking feature, they go to the
internet address https://ezlmwc.adp.com and make the page a favourite. 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.
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Changing Security Questions and Answers Job Aid
Instructions
Step
Action
1
Click the Options button.
2
Click Change Security Questions and Answers.
Result: The Change Security Questions and Answers page displays.
3
In the Select Security Question 1 field, select a question.
4
In the Answer 1 field, enter an answer to security question 1.
Note: The answer can be anything that you will remember provided that it meets the
requirements listed at the top of the page.
5
Repeat steps 3 and 4 for the remainder of the security questions and answers.
6
Click Submit.
Result: Your security questions and answers are saved.
7
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Click Close to return to the Administrator Services Home page.
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Changing Passwords Job Aid
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: Password rules display on the Change Password page.
5
6
In the Confirm Password field, reenter your new password.
Click Submit.
Result: The password is updated.
7
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Click Close to return to the Administrator Services Home page.
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The ezLaborManager User Interface
Administrator, Supervisor, and Employee Services
Overview
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Services and Descriptions
Service
Description
 Creates schedules.
Administrator
 Edits employee timecards.
 Sends e-mail notifications.
 Maintains employee information.
 Creates and schedules reports.
 Performs end-of-period tasks.
 Finds timecard exceptions.
Supervisor
 Corrects errors and exceptions.
 Assigns employee schedules.
 Approves employee timecards (if applicable).
 Approves time-off request (if applicable).
 Creates and schedules reports.
 Enter their own time (if applicable).
Employees
 View their timecards, schedules, benefits, and
personal and attendance information.
 Enter their supplemental earnings (if applicable).
 Send attendance notifications to their supervisors (if
applicable).
 Request time off (if applicable).
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Navigation Elements
Overview
Elements and Descriptions
Element
Description
Reports button
Options button
Help button
Training button
Exit button
Lists
Tabs
Inbox
Search field
Text links
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The Administration Page
Sections and Descriptions
Section
Description
Maintenance
Setup
Maintenance Section
Select the Administration tab, Maintenance sub-tab.
Setup Section
Select the Administration tab, Setup sub-tab.
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Module 1 Summary
Topics
This module included the following topics:
 Setting Up ezLaborManager
 Understanding the Punch-In to Paycheque Process
 Accessing ezLaborManager
 The ezLaborManager User Interface
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Module 2: Maintaining Timecards
Handout Manual
PART 1 > MODULE 2: MAINTAINING TIMECARDS
Topics
 Time Entry Methods
 Editing Employee Timecards
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Time Entry Methods
Types of Time Entry
Overview
ezLaborManager supports several methods in which employees can record the hours they have
worked. Your ADP representative will work with you to determine 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
 Employees clock in and clock out using the buttons on
the Home page in ezLaborManager or use a datacollection device.
Clocking
 Clock in and out times are based on the system clock
of the ADP 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.
 Employees enter their in and out times on their
timecards in ezLaborManager.
Time-Based
 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.
 Employees enter their hours on their timecards
in ezLaborManager.
Hours-Based
 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.
 Employees can use only a clock (or another datacollection device) to enter their time.
View Only
 They can view their timecards only
in ezLaborManager.
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Editing Employee Timecards
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.
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Using Timecard Manager
The Timecard Manager Page
Element
Description
Pay Date Range Filters
Employee Information
Lookup button
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The Timecard Manager Page (Continued)
Element
Description
Links
Processing symbols
Entry fields
Notes
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Adding Missed Punches Job Aid
Scenario 1
On the second Thursday of the pay period, Frank Cavallo forgot to punch in when he returned
from lunch. He left the office at 4:21 p.m. Correct Frank’s punches.
Instructions
Step
Action
1
In the Services list, select Administrator Services.
2
3
Click the Timecard Manager link.
4
If the desired employee timecard does not display, on the Timecard Manager page (Single
Employee View), beside the Find field, click the Lookup button. Then select the employee from
the list.
Result: The Timecard Manager page displays the timecard for the employee you selected.
5
In the Time In or Time Out column, edit or enter the missing hours as necessary. If the earnings
code is incorrect, go to step 4; otherwise, proceed to step 5.
6
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.
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Scenario 2
On Wednesday of the first week, Frank Cavallo 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. He also forgot to punch out when
he went home at 6:00 p.m. Add the missing punches to correct Frank’s timecard.
Instructions
Step
Action
1
2
3
4
the list.
Result: The Timecard Manager page displays the timecard for the employee you selected..
5
6
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 editing 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.
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Deleting Punches Job Aid
Scenario
Frank punched out at 3:47 p.m. on the first Tuesday of the pay period. As he was leaving, a
co-worker asked him for help. Frank 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
1
2
3
4
the list.
Result: The Timecard Manager page displays the timecard for the employee you selected.
5
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.
6
Click Submit and then click OK.
Result: The selected row is deleted.
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Editing Hours Job Aid
Scenario
Thomas Evers entered seven hours on the first Monday in the pay period and called in sick on
the first Friday. However, he actually worked eight hours on Monday. Edit his timecard to
reflect the correct hours and earnings code, and then enter a note for his absence on Friday.
Instructions
Step
Action
1
2
3
4
Employee View), in the Find field, enter the employee's last name, and then in the Quick Find
list, select the employee.
Result: The Timecard Manager page displays the timecard of the employee you selected.
5
In the Hours field, edit or enter the missing hours.
6
To display the Quick Find list, click in the Earnings Code field twice.
7
In the Quick Find list, select the appropriate earnings code.
Note: All codes for nonworked time, such as vacation, sick time, and jury duty, are entered the
same way ― by selecting the appropriate earnings code from the list.
8
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.
9
Click Submit.
Result: The timecard is updated. The Unprocessed symbol displays in the selected row and the
“Operation Successful” message displays.
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Editing Days Job Aid
Scenario
Charles Fager 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 nonworked time by days, ask your implementation specialist to enable this
feature.
Instructions
Step
Action
1
2
3
4
If the desired employee timecard does not display, find the employee by using the Quick Find,
Find, or Lookup feature.
5
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.
6
To display the Lookup button in the applicable row, click the Earnings Code field.
7
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.
8
9
Select the appropriate day part.
Click Submit.
Result: The timecard is updated. The Unprocessed symbol displays in the selected row and the
“Operation Successful” message displays.
Important Information
If you leave the Days field blank, the application will compare the employee's schedule and
hours entered and populate that field with the appropriate value from the day part rule. The
application will calculate the value only once. If you make a change to the time entry, the day
part value will not be recalculated. You will need to manually edit the value in the Days field.
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Correcting Department Transfers Job Aid
Scenario
On Friday morning, Frank was asked to assist the Service department (000100) with their
phone calls for two hours. On Tuesday, Thomas 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. Frank and Thomas 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
1
2
3
4
5
To determine the next step, use the following table:
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.
6
7
To display the Lookup button, click in the Department field.
To enter the applicable department code, click the Lookup button.
Result: The Department Lookup window opens.
8
In the ID column, select the applicable department code.
Result: The employee’s department code is updated.
9
Click Submit.
Result: The employee’s timecard is updated. The Unprocessed symbol displays in the selected
row, and the “Operation Successful” message displays.
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Supervisor Approvals Job Aid
Scenario
Thomas's supervisor has asked you to approve Thomas's timecard. Using the Timecard
Manager, approve all of Thomas's hours for the current pay period, including the days he
worked in other departments.
Instructions
Step
Action
1
2
3
4
5
In the Supervisor Approval column, select the option directly below the Supervisor Approval
heading.
Result: All timecard records in the Supervisor column are selected.
6
Click Submit.
Result: The employee’s timecard is approved.
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Practice: Editing Timecards
Overview
The following practice consists of five scenarios that allow you to apply the knowledge you
just learned. Read each scenario and follow the instructions in the appropriate ezLaborManager
job aid.
Practice Login Information
To log on the training environment during this class, you must use the client name, user ID,
and password provided by the instructor. Record your login information here:
 Client name ________________________
 User ID ____________________________
 Password _____________________________
Scenario 1: Adding Missed Punches
On the second Tuesday of the current time period, Frank Cavallo punched in at 9:58 a.m. He
punched out for lunch and at the end of the day, but he forgot to punch in after lunch. His
normal schedule is 10:00 a.m. to 4:00 p.m. with a half-hour lunch. You need to add a
12:30 p.m. lunch punch-in time to account for his missing punch and complete his shift for the
day. Do not submit your changes.
Instructions
Refer to the “Adding Missed Punches Job Aid." When you have finished, compare your results
with the results provided on the following page, and then complete scenario 2.
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Practice Results: Editing Timecards
Scenario 1: Adding Missed Punches Results
Note: The results display sample data.
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Scenario 2: Deleting Punches
Frank Cavallo punched in on the first Thursday of the time period at 8:54 a.m. Then, forgetting
that he had already punched in, he punched in again five minutes later. This duplication created
a time-pair error. As a result, when he punched out at 5:02 p.m., a second row was created in
error.
Replace the incorrect punch-out time with 5:02 p.m., and then delete the second row. Submit
your changes.
Instructions
Refer to the “Deleting Punches Job Aid." When you have finished, compare your results with
the results provided on the following page, and then complete scenario 3.
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Scenario 2: Deleting Punches Results
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Scenario 3: Editing Hours
Thomas Evers took a vacation day on the second Thursday of the current pay period. Assign
the vacation earnings code to the eight hours on Thomas's timecard for that day.
Instructions
Refer to the “Editing Hours Job Aid." When you have finished, compare your results with the
results provided on the following page, and then complete scenario 4.
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Scenario 3: Editing Hours Results
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Scenario 4: Editing Days
Charles Fager decided to take a personal day on the second Friday of the current pay period.
Assign the personal earnings code to the entire day on Charles's timecard for that day.
Instructions
Refer to the “Editing Days Job Aid." When you have finished, compare your results with the
results provided on the following page, and then complete scenario 5.
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Scenario 4: Editing Days Results
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Scenario 5: Correcting Department Transfers
On the first Monday of the current pay period, Raul Martinez's supervisor asked him to assist
in the Implementation department from 1:00 p.m. to 5:00 p.m.
Raul remembered to punch in and out for the day, but he forgot to assign his afternoon hours
to the Implementation department. Transfer his time from 1:00 p.m. to 5:00 p.m. to department
001000, Implementation.
Instructions
Refer to the “Correcting Department Transfers Job Aid." When you have finished, compare
your results with the results on the following page.
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Scenario 5: Correcting Department Transfers Results
Note: The results display sample data. Notice that until the time pair is processed completely,
the lunch hour will not be deducted in the Daily Totals calculation. Therefore, result screen
displays 8 hours instead of 7 in the Daily Totals column.
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Debrief
Notes
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Fixing Exceptions
Overview
You can find timecard exceptions in two ways: by type of exception and by employee. To find
exceptions related to an individual employee's timecard, you need to display a list of
exceptions by employee.
Locating Expections by Employee
Solutions and Descriptions
Solution
Description
Approve
Marks the time pair as approved and removes the
exception from the time pair and from the
exceptions summary.
Note
Indicates that you are aware of the exception but
does not change the condition that caused the
exception. This is a common solution for lowseverity exceptions. The exception is stored for
future reference but no longer displays in the
exceptions summary. This solution is irreversible.
Use Schedule
Resolves the exception by applying the employee's
schedule to the time pair. This solution is common
to exceptions caused by missing punches,
incorrect time punches, or total hours.
This option is available only if a schedule exists for
the employee. The employee's schedule displays
in parentheses to the right of the exception
description so that you can evaluate the effect of
applying the schedule to the employee's time pair.
No Solution
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Resolves the exceptions that cannot be resolved
using automatic solutions. To resolve these
exceptions, click the time pair link to open
Timecard Manager from which you can edit or
delete the time pair as appropriate to resolve the
exception.
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Fixing Exceptions by Employee Job Aid
Scenario
To view the exceptions on Brenda Hahn's timecard, use View Exceptions by Employee.
Correct Brenda's exceptions by selecting a solution or by editing the timecard.
Instructions
Step
Action
1
In the Services list, select Supervisor Services.
2
On the Home tab, in the Exceptions by Employee section, click Employees in Current
Pay Period.
Result: The Employees with Exceptions in Current Pay Period page displays.
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.
4
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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
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Fixing Exceptions by Type Job Aid
Scenario
To list exceptions that require supervisor approval, use View Exceptions by Type.
Instructions
Step
1
Action
Result: The Home tab displays.
2
On the Home tab, in the Exceptions by Employee section, click View by Type.
Result: The Exceptions by Type page displays.
3
In the Exceptions column, click a link to view the exception.
Result: The selected exception details display.
4
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.
 Depending on how your company’s pay policies are configured to calculate and
summarize hours, the totals on the Summary View may be different from the totals for
the Detail view. Please note that the employee’s pay data is based on the totals from the
Summary view.
 You can only approve time pairs on the Supervisor Approval Required page. If you
want to approve Supplemental Earnings, click the Supplemental Earnings link in
Timecard Manager.
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Module 2 Summary
Knowledge Check
1. What are timecard exceptions?
2. What is one example of an exception by type?
3. Where can you quickly find a list of exceptions by employee?
4. How do you correct department transfers for a partial work day for employees who record
their start and stop times?
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Part 1 Closing
Part 2 Preview
Upon completing the next part of the course, you will be prepared to:
 Create and view schedules
 Assign employees to those schedules
Training Evaluation
Thank you for attending part 1 of the ezLaborManager for Administrators course. If required,
please take a moment to complete the evaluation.
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Module 3: Creating and Viewing Schedules
Handout Manual
PART 2 > MODULE 3: CREATING AND VIEWING SCHEDULES
Part 2 Introduction
Agenda
 Module 3: Creating and Viewing Schedules
 Module 4: Assigning Schedules to Employees and Reviewing Time Off Requests
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Purpose
This module prepares you to create recurring schedules that repeat over time.
Topics
 Creating Schedules
 Viewing and Filtering Employee Schedules
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Creating Schedules
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
 Both supervisors and administrators can create and assign daily schedules.
 Supervisors can assign recurring schedules but cannot create them.
 Only administrators can create recurring schedules.
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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-2pXX.
(Replace XX with your jdexter user ID number.)
Instructions
Step
Action
1
2
3
Click Recurring Schedules.
4
On the Recurring Schedule page, click Add New.
Result: The new recurring schedule displays.
5
6
Enter the recurring schedule name, description, start date, week number, days of the week, time
in, and time out.
Click Submit to save the changes.
Result: The recurring schedule is created.
Note: You also can modify or delete an existing recurring schedule on this page.
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Viewing and Filtering Employee Schedules
Using the Schedule Editor Job Aid
Element
Description
Schedule Types
Date Range
View Mode
 In & Out Times
 Hours
 Labor Charges
 Compact
Total Scheduled Hours
for Each Employee
Grand Total
Daily Total
Monthly Schedule
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Viewing and Filtering Employee Schedules Job Aid
Scenario
You want to view schedules for employees who meet certain criteria.
Instructions
Step
Action
1
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 you want to apply.
Result: Employees matching the filter criterion display in the schedule grid.
5
In the Schedule Filter list, select an existing 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.
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Module 3 Summary
Topics
 Creating Schedules
 Viewing and Filtering Employee Schedules
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Module 4: Assigning Schedules to Employees
and Reviewing Time Off Requests
Handout Manual
PART 2 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES
Topics
 Assigning Schedules to Multiple Employees
 Editing Assigned Schedules
 Reviewing Time Off Requests
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Assigning Schedules to Multiple Employees
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
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
Click in the Recurring Schedule field, and then select a recurring schedule from the Quick Find
list.
Note: You can preview the selected recurring schedule by clicking the Preview link.
5
6
In the Start Week field, type the week number for which you want the schedule to begin.
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
8
In the End Date field, enter an ending date or leave it blank.
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.
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Editing Assigned Schedules
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 Services List, select Supervisor Services.
2
Select the Schedules tab, 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
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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 nonworked time to the
selected employee
In the Hours field, enter the amount of nonworked
hours if required, and select the earnings code that
you want to assign to the nonworked hours
Delete a selected schedule for the
selected date
Click Delete Selected. Skip step 8.
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Instructions (Continued)
Step
7
Action
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
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Click Submit.
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Practice: Creating and Assigning Schedules
Overview
This practice allows you to apply the knowledge you just learned. It contains three scenarios.
Scenario 1: Create a Recurring Schedule
Your company requires a 7:00 a.m. - 3:00 p.m. (Monday-Friday) recurring schedule.
Instructions
For training purposes, include your jdexter user ID after the schedule time frame to distinguish
your schedule from others using the same database. Create a recurring schedule that starts next
Monday using the following information:
 Recurring Schedule: 7a-3pxx (where xx is your jdexter user ID)
 Description: 7am - 3pm, Mon-Fri, Start Date: Use next Monday.
When you have finished, compare your results with the results provided on the following page
and then complete scenario 2.
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Practice Results: Creating and Assigning Schedules
Scenario 1: Create a Recurring Schedule Results
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Scenario 2: Assign a Recurring Schedule to One or
More Employees
Assign two employees to a recurring schedule using the following instructions.
Instructions
Assign the following employees to the recurring schedule of 7a-3pxx (where xx is your jdexter
user ID) that you created in the previous scenario. To see these employees, set your employee
filter to the default.
 Samantha Barbato
 Anthony Albright
 Start Week: 1
 Start Date: Use the next Monday.
Note: To view the assigned schedules starting next Monday, select the appropriate date range
and scroll horizontally.
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Scenario 2: Assign a Recurring Schedule to One or More
Employees Results
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Scenario 3: Editing an Assigned Schedule
Samantha Barbato is scheduled to work in the Service department (000100) next Friday from
9:00 a.m. to 5:00 p.m. Edit her existing schedule for next Friday.
Instructions
Select the appropriate date and department code for Samantha.
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Scenario 3: Editing an Assigned Schedule Results
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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.
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.
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Requesting Time Off Job Aid
Scenario
John Davis enters a time off request for a vacation the week of November 23. His direct
supervisor is on vacation. As a global reviewer, approve his request for vacation.
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.
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Scenario (Continued)
A confirmation message displays in the requester's Inbox.
The reviewer can click the icon in the Compare to Other Employees' Non-Worked Schedules
column to view other employees' nonworked schedules for a specific day.
The reviewer uses the other employees' nonworked schedules to assist in determining whether
to approve, partially approve, or deny the request.
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The requester receives a message with the approval results.
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The requester accepts or cancels the request.
 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 nonworked schedules corresponding to the request will be deleted and the
employee’s original schedules will be restored.
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Reviewing Time Off Requests Job Aid
Instructions
Step
1
2
Action
In the Inbox, click the Time Off Requests folder.
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
IF you want to:
THEN:
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 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.
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The Time Off Requests Page
You can view all time off requests from Administrator Services by selecting the
Administration tab, Maintenance sub-tab, and then clicking Time Off Requests or from
Supervisor Services by selecting the Group Labor tab and clicking Time Off Requests.
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
 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.
 ezLaborManager allows the requester to submit a time off request one year in advance
but your company policy may vary.
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Debrief
Notes
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Module 4 Summary
Knowledge Check
1. Your supervisors want to know why they cannot create a weekly schedule that repeats
over the next month. What do you tell them?
2. Where do you go in ezLaborManager to create a recurring schedule?
3. Where do you go in ezLaborManager to assign a recurring schedule to an employee?
4. Where do you go if you have to edit an assigned schedule for one day only?
5. Mary submitted a request for vacation for the first week of July. During the same week,
other employees will also be on vacation. Before approving Mary's time off request, how
can you ensure the availability of other employees during that week?
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Part 2 Closing
Part 3 Preview
Upon completing the next part of the course, you will be prepared to:
 Add and modify employee information
 Edit and run reports
 Complete the tasks required to close the pay period
Training Evaluation
Thank you for attending part 2 of the ezLaborManager for Administrators course. If required,
please take a moment to complete the evaluation.
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Part 3: Employee Maintenance,
Report Functions, and End-of-Period Tasks
Module 5: Maintaining Employee Information
Handout Manual
PART 3 > MODULE 5: MAINTAINING EMPLOYEE INFORMATION
Part 3 Introduction
Agenda
 Module 5: Maintaining Employee Information
 Module 6: Editing and Running Reports
 Module 7: Completing End-of-Period Tasks
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Topics
 Understanding Employee Information
 Adding and Modifying Employee Information
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Understanding Employee Information
Overview
Prior to tracking an employee's time and attendance, you must add the employee to your
database and give the employee's supervisor rights to edit the employee's time and
attendance data. You may also need to give the employee access to ezLaborManager so he or
she can view the timesheet and record time.
What Are Security Groups?
Overview
You use security groups to control who can view and edit employee records. Employees and
supervisors have different relationships to security groups. The following information explains
the difference:
 Employees are assigned to a security group. This means they are members of the
security group, but they cannot view the records of other employees. Employees are
placed into security groups to control who can access their information.
 Supervisors are granted access to the same security group as their employees so they
can view and edit their employees' records.
Example
Anthony Albright was just hired. Anthony's supervisor, John Dexter, has access to security
group 212266. Therefore, you assign Anthony to security group 212266. John can access
Anthony's records.
Assigning Security Groups
The following table describes the type of security group to assign to each user:
 2011 ADP, Inc.
IF the user is a/an:
THEN:
Employee
Assign to a security group that his or her supervisor can access. You do this
in the Employee section on the Employee Security page.
Supervisor
Grant access to the same security groups assigned to his or her employees.
You do this in the Access Details section on the User Security page.
Administrator
Grant access to the EL_ALL security group which provides access to the
records of all supervisors and employees. You do this in the Access Details
section on the User Security page.
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Adding and Modifying Employee Information
Overview
In this topic, you will learn how to add a new employee in ezLaborManager and how to
promote an employee to a supervisor role.
The Employee Editor
Employee Editor − Top Section
Element
 2011 ADP, Inc.
Description
Actions Menu
Use this menu to add, copy, or delete an employee record; change an
existing employee’s password; and view the edit audit trail for changes.
Name (First, Last)
These fields contain the first and last names of the employee; the
values are maintained in the system of record.
User ID
The value in this field is used by the employee when logging on
ezLaborManager or when accessing the Web Clocking page.
Login Status
This field controls the employee's access to ezLaborManager.
Administrator
This option is required only when the employee is an administrator.
Report Group
This field controls access to ezLaborManager reports and is required
for supervisors and administrators only.
Access Role
This field is required for administrators only.
Culture
This field is required and populated with a default value based on your
company’s database setup.
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Employee Editor − Employee Section
Element
 2011 ADP, Inc.
Description
Employee ID
This field contains the employee's ID number and is maintained in
the system of record.
Is Supervisor?
This is a required option when the employee is a supervisor.
Pay Group
This field contains the pay group to which the employee belongs
(for example, full-time hourly or full-time salary).
Supervisor
This field lists the employee's supervisor and is required for
employees who are not supervisors or administrators.
Badge
This field is required for all employees who enter their time using
time clocks, the Phone module, the Web Clocking (kiosk) page, or
the Clock In and Clock Out buttons in the application.
Transfer to Payroll
This option is selected for all employees who are paid through the
Payroll module. If you do not select this option, the employee's
time and attendance data will not be included in your payroll export
file and the employee will not be paid.
Payroll Company Code
This field contains the employee's company code.
Payroll ID
This field contains the Payroll identification number.
TimeZone
This field indicates the time zone in which the employee works.
Employee Security
This tab includes the Time & Attendance security group to which
the employee is assigned.
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Employee Editor − Access Details Section
Element
Description
User Security
On this tab, you assign a supervisor access to a security group so
the supervisor can view and edit employee records. Administrators
are assigned access to the EL_ALL security group, which grants
access to the records of all supervisors and employees.
Emulation
This tab is used to give supervisors rights to assign a backup who
can access their employees' records in the supervisors' absence.
Pay Cycle Access
This tab is used for administrators only and controls which pay
cycles the administrator can access to run end-of-period
processing.
Personal
This tab contains the employee's personal information, such as
e-mail addresses, mailing address, and phone numbers.
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Adding a New Employee Directly into ezLaborManager Job Aid
Overview
Typically you will enter a new employee’s information in your Payroll module and then you
will access ezLaborManager through Payroll to complete the employee’s setup. However, at
times you may need to enter an employee directly in ezLaborManager.
Scenario
Your company hired a contract employee, Roberta Carney, whose time needs to be tracked in
ezLaborManager. Roberta will not be paid through Payroll. Complete the employee’s setup in
ezLaborManager.
Instructions: Complete the Employee Editor − Top Section
Step
Action
1
Select the Administration tab, Maintenance subtab.
2
Click Employees.
3
On the Actions menu, select Add New Employee.
4
In the First Name and Last Name fields, enter the employee’s first and last names.
5
In the Login Status field, indicate whether the new employee can access ezLaborManager.
6
IF the employee:
THEN:
Needs access to ezLaborManager (for
example, to enter time or to view
information)
Select Access Granted
Does not need access to
ezLaborManager
Select Access Denied
In the Enter New Password and Confirm Password fields, enter a temporary password.
Note: The employee will be prompted to change his or her password the first time he or she logs
on ezLaborManager.
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Instructions: Complete the Employee Section
Step
Action
1
In the Employee ID field, enter the employee's ID number.
2
In the Pay Group field, click the Lookup button and select the employee's pay group.
3
Indicate whether the new employee is a supervisor.
IF the employee is:
THEN:
Not a supervisor
In the Supervisor field, click the Lookup button
and select the employee's supervisor
A supervisor
1. Select Is Supervisor?
2. If the employee has no supervisor, leave the
Supervisor field blank. Otherwise, click the
Lookup button and select the employee's
supervisor.
4
In the Badge field, enter the employee's badge number, if applicable.
5
If the employee will be paid through Payroll, select Transfer to Payroll.
6
In the appropriate fields, enter the employee's payroll company code, payroll ID, and home
department.
7
In the TimeZone field, select the time zone in which the employee works.
8
Click Submit to save the information.
Result: The new employee’s record is added.
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Instructions: Assign the Employee to a Security Group
Step
Action
1
In the Employee section, click the Employee Security tab.
2
Click Add Additional Security Groups.
Result: The Security Group Lookup page displays.
3
Select a security group ID from the list.
4
In the Start Date field, enter a start date in dd/mm/yyyy format and leave the End Date field
blank.
5
Click Submit.
Result: The employee is assigned to the security group you selected.
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Promoting an Employee to a Supervisor Job Aid
Overview
You need to make two types of updates when promoting an employee to a supervisor. First you
update the employee’s information to indicate that the employee is a supervisor. Then, you
grant the supervisor access to a security group so that the supervisor can view and edit
employee records.
If you are using an ADP payroll application, you update the employee’s record in Payroll. The
instructions below describe how to promote an employee directly in ezLaborManager.
Instructions: Update the Employee Information
Step
Action
1
2
Click Employees.
3
In the Find field, enter the employee’s last name and select the employee from the Quick Find
list.
4
In the top section, in the Login Status field, select Access Granted (if it is not already selected).
Note: If the field is set to Access Denied, you will also need to enter a password in the New
Password and Confirm Password fields.
5
6
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In the Report Group field, click the Lookup button and select the appropriate group.
IF the employee is promoted to:
THEN in the Report Group field, select:
Supervisor
SUPVSR
Administrator
ADMIN
In the Employee section, General tab, select Is Supervisor? to indicate that the employee is
now a supervisor.
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Instructions: Grant the Supervisor Access to a Security Group
Step
Action
1
Click the Access Details bar to expand the section.
2
On the User Security tab, click the Add Additional Security Groups link and select the security
group to which the supervisor should have access.
Note: Supervisors are granted access to the security groups to which their employees are
assigned so that they can view and edit their employees' records.
3
Click Submit.
Result: The employee’s record is updated.
4
Click the View Employee - User Security Group Assignments link.
Result: The Employee - User Security Group Assignments page displays, listing all of the
security groups to which the employee has access.
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Terminating an Employee Directly in ezLaborManager Job Aid
If you are using an ADP payroll application, you update the employee’s record in Payroll. The
instructions below describe how to terminate an employee directly in ezLaborManager.
Instructions
Step
Action
1
2
Click Employees.
4
In the Employee > Status section, 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.
7
Click Submit to save the changes.
Result: An "Operation Successful” message displays and the employee's status is updated.
If an employee was terminated and received a final paycheque 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.
The employee’s status will be “Scheduled for Termination” until the current pay period is
closed and the new pay cycle opens. Then the employee’s status will be “Terminated.”
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Practice: Adding and Modifying Employee Information
Overview
This practice allows you to apply the knowledge you just learned. Read the scenario and
follow the instructions. Use the appropriate ezLaborManager job aid while completing the
activity.
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Scenario
Mark Taylor has just been hired by your organization. Before he can enter timecard
information online, Mark’s information must be entered into ezLaborManager. Add Mark as a
new employee by completing the following instructions and using the Adding a New Employee
Directly into ezLaborManager job aid.
Instructions
For training purposes:
 User ID: mtaylorX (Use the last letter assigned to your jdexter user ID for the last letter
in Mark's user ID; for example, if you are jdexterC, use mtaylorC.)
 Culture: English (Canada)
 New Password: adpadp234
 Employee ID: XYZ44256X (Use the last letter assigned to your jdexter user ID for the
last letter in Mark's Employee ID; for example, if you are jdexterC, use XYZ44256C.).
 Pay Group: FTTIME. Do not enter a badge number.
 Supervisor: Anthony Albright
 Employee Security Group: The following table shows which security group is assigned
to each user ID. Select the security group corresponding to the user ID assigned to you.
For example, if you have logged on as jdexterB, select 192255.
Administrator
Security Group
John Dexter A
202255
John Dexter B
192255
John Dexter C
182244
John Dexter D
171144
John Dexter E
161133
John Dexter F
151133
John Dexter G
014000
John Dexter H
013000
John Dexter I
012000
John Dexter J
011000
John Dexter K
010000
John Dexter L
009000
John Dexter M
008000
John Dexter N
006000
John Dexter O
005000
John Dexter P
004000
John Dexter Q
003000
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Practice Results
d
Note: These results display sample data.
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Debrief
Notes
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Module 5 Summary
Knowledge Check
1. What is a security group?
2. One of your supervisors cannot access employee records. What is the reason?
3. Where do you assign an employee to a security group?
4. Where do you grant a supervisor access to a security group?
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Part 3: Employee and User Maintenance, Report
Functions, and End-of-Period Tasks
Module 6: Editing and Running Reports
Handout Manual
EZLABORMANAGER FOR ADMINSTRATORS
PART 3 > MODULE 6: EDITING AND RUNNING REPORTS
Topics
 Report Functions
 Viewing a Report
 Downloading a Report
 Editing a Report
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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 page by you (administrator) or an ADP
representative.
Element
Description
Reports-Home tab
My Reports section
Report Categories section
Administrator reports
Supervisor reports
Report Scheduling tab
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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
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.
Timecard Detail with Signature
Provides a timecard report with a signature line for
each employee. Use this report if your employees
and supervisors manually approve the timecards.
Additional Information
For additional information on all types of reports, refer to the ezLaborManager Reports
Booklet available on the Online Training Center.
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Viewing a Report
Viewing a Report Job Aid
Scenario
You are ready to export the payroll data file. First, you must view the Timecard
Exception report.
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:
Icon
Description
To delete any reports that you have saved in the My Reports section, click the Delete
Report icon.
To open a page that enables you to change settings that were applied to a report, click the
Edit Report icon. For example, if you select a report that shows only exempt employees,
you can modify it to include nonexempt employees and then save the edited report with a
new name.
To download report data in a comma-separated values format (.csv) for use in spreadsheet
applications, click the Download Report icon.
To view the selected report as a PDF file and save or print it, click the View Report icon.
To set up a report that you have saved in the My Reports section to run automatically at
specified times, click the Schedule Report icon.
Instructions
Step
1
Action
On any ezLaborManager page, click Reports.
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
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Click Close.
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Downloading a Report
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
2
In the Name column, 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
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Click Close.
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Editing a Report
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
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Action
1
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.
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Instructions: Creating a Filter for the Report
Step
1
Action
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
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Click Save to save the report or click Save and Preview to preview or print the report.
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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.
 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.
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Practice: Editing and Running a Report
Overview
Follow the instructions in the Editing a Report job aid.
Scenario
As an administrator, you are required to know the total daily hours and dollars by earnings
code for all active employees in your company for the current pay period.
Instructions
Step
1
Action
Edit and run the report with the following details.
 Report Name: Employee Daily Totals Report – (your first initial and last name; jdexter)
 Report Title: Employee Daily Totals Report – Regular Earnings Code
 Print Options: Print Using Best Fit
 Time Frame: Current Pay Period
 Available Fields: Last Name, First Name, Employee, Supervisor, Payroll ID
 Employee Status: all active employees
 Current Filters: Earnings Code Equals (‘REGULAR’)
2
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Click Save and Preview and compare your results with the following pages. When you're
finished, be sure to close the report and the Reports page.
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Practice Results: Viewing, Downloading, and Editing a Report
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Final Result
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Debrief
Notes
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Module 6 Summary
Topics
 Report Functions
 Viewing a Report
 Downloading a Report
 Editing a Report
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Part 3: Employee and User Maintenance, Report
Functions, and End-of-Period Tasks
Module 7: Completing End-of-Period Tasks
Handout Manual
PART 3 > MODULE 7: COMPLETING END-OF-PERIOD TASKS
Topics
The module includes the following topics:
 End-of-Period Tasks
 Support after Class
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End-of-Period Tasks
The Punch-In to Paycheque 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.
Yes
 Run the Posting Transaction Error and Payroll
Detail reports to verify entries.
 Create and download the payroll export file.
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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
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End-of-Period Page
Select the Administration tab, Maintenance sub-tab, and then click End of Period.
Options and Descriptions
You have two options to run the end-of-period tasks in ezLaborManager:
 Step-by-Step
 Automatically
Option
Description
Step-by-Step
This validation process stops at each task and
you must click Next Step to proceed.
Automatically
The system runs through the same validation
process as the Step-by-Step method;
however, instead of stopping at every task, it
stops only if exceptions are found that require
your attention.
You can then fix the exception and the process
will continue automatically.
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Checking for Pending Events Job Aid
Instructions
Step
Action
1
Select Administrator Services.
2
3
Click End of Period.
Result: The End of Period page displays.
Note: Only active payroll cycles display on the End of Period page. Contact your ADP
representative to request that a payroll cycle be made inactive, which will prevent it from
being used.
4
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IF you are running:
THEN for the current payroll cycle:
Step-by-Step
In the Run End of Period column, click Step-By-Step
Automatically
In the Run End of Period column, click Automatically
5
If pending events are found, process deferred timecards and click Restart Check
Pending Events.
6
IF you are running:
THEN:
Step-by-Step
Click Next Step to continue
Automatically
Click Run Automatically
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Checking for Payroll-Related Exceptions Job Aid
Overview
This optional step identifies employees with payroll-related exceptions. Depending on your
company’s configuration, you can perform payroll approvals, access timecards, or send
“timecard approval required” reminder e-mails to employees or supervisors.
Instructions
Step
Action
1
On the page that displays, verify that no payroll exceptions are found.
2
Address any listed payroll exceptions and click Restart Payroll-Related Exceptions.
3
IF you are running:
THEN:
Step-by-Step
Click Next Step to continue
Automatically
Click Run Automatically
Approval policies vary from one company to another. This optional task may not be available
if your company does not require approvals.
Note: All pending time-off requests for the selected pay period will be cancelled if they are not
resolved prior to closing the pay period.
 2011 ADP, Inc.
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Checking Time Pair Exceptions Job Aid
Instructions: Verify Time Pair Exceptions
Step
1
2
 2011 ADP, Inc.
Action
On the page that displays, verify that no time pair exceptions are found.
If time pair exceptions are found, send an e-mail notification to supervisors or make final
timecard edits using the job aids on the following three pages.
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Scenario
Mary Macgill’s timecard shows a missing punch-out time. Send an e-mail message to Mary’s
supervisor so the error can be corrected.
Instructions: Sending an E-Mail Notification to Supervisors
Step
1
2
Action
To determine the first step, use the following table:
IF you want to send an e-mail
notification to:
THEN:
One or more specified supervisors
In the Notify column, next to the supervisor(s)
name, select Notify, and then in the list, select
Selected Recipients Only
All supervisors on the current page
In the Notify column, select Notify to choose all
supervisors on the current page, and then in the
list, select Selected Recipients Only
All supervisors on all pages
In the list, select All Supervisors on All Pages
Click Notify.
Result: An e-mail message is sent to the selected supervisor(s) and a confirmation
message displays.
You cannot proceed to the next step until all time pair exceptions and errors are cleared.
 2011 ADP, Inc.
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Scenario
Mary forgot to punch out. Add a punch-out time to correct the error.
Instructions: Making Final Edits
Step
1
Action
In the Edit Time Pair column, click the Pencil icon.
Result: The Timecard for Employee with Exceptions page displays.
2
In the Time column of the row with an error symbol, click the link to open the timecard for editing.
In the field with the error, type the correct information.
3
Click Submit & Calculate.
Result: The invalid or missing entries are replaced with the new entries. The timecard is
updated and the hours are recalculated. The Processed without Errors icon displays in the
selected row.
5
If final edits are complete and supervisor approvals are required, click to select the Supervisor
Approval option and then click Submit & Calculate.
Note: If you click the End of Period Operations link without first approving the timecard, the
system will detect the missed approval. In the Solution field, select Approve and click Submit.
6
Click Restart Check Time Pair Exceptions.
7
 2011 ADP, Inc.
IF you are running:
THEN:
Step-by-Step and do not have
tasks 4 and 5 enabled
Click Next Step. The system will lock the payroll
cycle automatically.
Automatically and do not
have tasks 4 and 5 enabled
Click Run Automatically. The system will lock the payroll
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Checking Attendance Exceptions Job Aid
Overview
Attendance tracking is an optional ezLaborManager feature. Tracked events can include:
 Sick days
 Late arrivals
 Absences
 Early departures
Instructions
Step
1
2
 2011 ADP, Inc.
Action
On the page that displays, verify that no attendance exceptions are found. If any exceptions are
found, fix them.
IF you are running:
THEN:
Step-by-Step and do not
have task 5 enabled
Click Next Step. The system will lock the payroll
Automatically and do not
have task 5 enabled
Click Run Automatically. The system will lock the payroll
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Performing Payroll Export Job Aid
Overview
Running reports will ensure that employees are paid correctly. Before downloading the payroll
export file, 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.
Instructions: Run Payroll and Timecard Reports
Step
1
Action
On the Check Payroll Export 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.
 2011 ADP, Inc.
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Instructions: Create the Payroll Export File
Step
1
Action
Click Run Payroll Export.
Result: The New Export page displays.
2
In the first text field, enter a description of the export.
3
In the list, select a predefined export template.
Result: The template name displays.
4
5
Enter an ezLaborManager user ID or e-mail address (optional).
Click Submit.
Result: The Exports page and a confirmation message displays. In the Export Status column,
the Unprocessed symbol displays while the export file is being created.
6
Click Refresh to refresh the page.
Result: The Exports page is refreshed. In the Status column, the Processed without Errors
symbol displays.
 2011 ADP, Inc.
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Instructions: Download the Payroll Export File
Step
Action
1
In the Download column, click the Download icon and then follow the instructions to run or open
the file.
2
IF you want to:
THEN:
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.
Unzip the payroll export file
Click Run, browse to where you want to unzip the export
file, and click Unzip. Click OK and then click Close.
Result: The export files are unzipped and downloaded to
the selected location. The user closes the windows and the
export is complete.
 2011 ADP, Inc.
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Importing a Payroll Export File Job Aid
Instructions: Importing a Payroll Export File to ADP PC/Payroll
Step
1
2
Action
Select Utilities > Time and Labor Management > Import TLM Data.
Select the file or files you want to import and then click OK.
Result: The files load and a log file displays the import status.
3
To view the files, from the main menu, select Paydata and open the imported batch(es).
Instructions: Importing a Payroll Export File to PaySpecialist™
Step
Action
1
Select Tools > Import > Payroll.
2
Browse and select the file you created previously.
3
In the Template ID field, select the previously defined ezLabour template.
4
IF:
THEN:
No changes to the template are required
Click Preview
The .csv file is in the correct location
Click Preview
Changes to the template are required
Contact your ADP representative
The .csv file is not in the correct location
Contact your ADP representative
Result: The number of records and errors displays.
5
Review the preview results.
6
IF:
THEN:
Errors exist
Fix the errors in ezLaborManager, repeat the
export, and then repeat the import
No errors exist
Click Import
Result: A message confirming the import displays during the import process.
 2011 ADP, Inc.
7
Click Save to import another file or click Close.
8
To review the import, in PaySpecialist, select Reports > Quick Reports Library.
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Instructions: Importing a Payroll Export File to pay@work
Step
Action
1
On the Home page, in the upper-right corner, click Main Menu. Then, click Utilities.
2
In the left pane, click Import Utility.
3
Click New Import and select the appropriate company from the list.
4
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.
5
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. Then, click Verify.
Result: A summary of what will be imported displays.
6
After the import is verified, on the far left of the screen select the Import box.
Result: The Import Selected icon becomes available.
 2011 ADP, Inc.
7
Click the Import Selected icon to run the import
8
Click View to review the Import Update report.
9
Click Run.
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Transmitting the Payroll and Verifying Cheques
Verify your cheques to ensure that there are no errors before proceeding.
 2011 ADP, Inc.
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Moving a Payroll Cycle to the Next Pay Period Job Aid
Instructions
Step
Action
1
2
In the Payroll section, click the End of Period link.
3
Depending on the mode of operation, click Automatically or Step-by-Step for the appropriate
locked payroll cycle.
Result: If you select Automatically, the end-of-period tasks will begin to run automatically and
stop at the last task if no exceptions or errors are found.
If you select Step-by-Step, you will have to click Next Step until you reach the last task.
At the last task, the Move to Next Period page displays.
4
4
To determine the next step, refer to the following table:
IF the payroll file:
THEN:
Is successfully exported
Select the (Required) Has Payroll been
exported or transmitted to your Payroll
System for the Current Pay Period? option
Is not exported
Refer to the “Performing Payroll Export” job aid
Click Move to Next Period.
This step is irreversible!
Result: The pay cycle 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.
 2011 ADP, Inc.
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Support after Class
ezLaborManager Training
Various options are available for training the administrators, supervisors, and employees in
your organization in ezLaborManager.
Roles and Training Options
The following table lists the options specific to each role:
Role
Administrator
Supervisor
Training
Location
ezLaborManager Administrator Services
Web-based training
Online Training Center
virtual class
Learn@ADP
ezLaborManager for Supervisors
virtual class
Contact your ADP representative.
Additional Resources
In addition to the tutorials, from the Online Training Center, you can view, print, or download:
 User guides and release updates
 The ezLaborManager Reports Booklet
In online Help, you can access:
 Getting started information
 Context-sensitive help
 Troubleshooting information
 Frequently asked questions
Your appendix contains the following information to help you remember how to perform
additional tasks.
Client Feedback
Clicking Product Suggestions enables you to suggest updates to ezLaborManager or volunteer
to participate in usability tests.
A copy of any product suggestions submitted by you or any person in your company will be
sent to the e-mail address listed in your Client Preferences.
 2011 ADP, Inc.
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Module 7 Summary
Knowledge Check
1. What is the difference between locking the payroll cycle and moving the payroll cycle?
2. Which two end-of-period tasks are not performed in ezLaborManager?
3. When in the end-of-period tasks is the best time to run timecard reports?
 2011 ADP, Inc.
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Course Closing
Course Objectives
Now that you have completed this course, using the job aids provided, you are prepared to:
 Edit timecards
 Create recurring schedules and assign employees to those schedules
 Review time off requests
 Add and modify employee and user information
 2011 ADP, Inc.
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ezLaborManager for Administrators (72192)
Program Content
This course prepares participants to use the features of ezLaborManager. Topics include
timecard maintenance, managing employees’ schedules, employee maintenance,
administration, report functions, and end-of-period tasks.
Objectives
Upon completing each part of this course, participants will be prepared to:
Part 1
 Edit timecards
Part 2
 Create recurring schedules and assign employees to those schedules
 Review time off requests
Part 3
 Add and modify employee information
Participant Materials
For instructor-led training, the ezLaborManager for Administrators handout manual will be
distributed in class. For virtual classroom, participants need to print the ezLaborManager for
Administrators handout manual prior to attending class.
Method of Presentation
Instructor-led classroom training and virtual classroom
 2011 ADP, Inc.
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Next Steps
What will you do in the next week to apply this training?
Training Evaluation
Thank you for attending the ezLaborManager for Administrators course. Please take a moment
to complete the evaluation.
 2011 ADP, Inc.
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Appendix
Contents
Automated Messaging.................................................................................................. 1
Entering Supplemental Earnings Job Aid .................................................................... 2
Deleting and Restoring Schedules Job Aid .................................................................. 3
What Are Quick Shifts? ............................................................................................... 4
Using Quick Charge Job Aid ....................................................................................... 5
Scheduling a Report Job Aid........................................................................................ 6
Accessing a Completed Report .................................................................................... 7
The Pay Premium Feature ............................................................................................ 8
Pay Premium Adjustments Job Aid ........................................................................... 10
APPENDIX
Appendix
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
 2011 ADP, Inc.
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
1
APPENDIX
Entering Supplemental Earnings Job Aid
Overview
Supplemental earnings are earnings that are not part of an employee’s basic pay such as tips or
bonuses. Depending on how your organization has implemented this feature, you, as an
administrator, may need to enter these amounts for your employees.
Instructions
Step
Action
1
2
3
4
Select the employee for whom you will enter supplemental earnings.
Result: The Timecard Manager page displays the selected employee's timecard.
5
Click Supplemental Earnings.
Result: The Supplemental Earnings page for the selected employee displays.
6
In the Earnings Code field, click the Lookup button to enter the applicable supplemental
earnings code.
Result: The Supplemental Earnings Code Lookup window opens.
7
Select the applicable supplemental earnings code.
Result: The appropriate supplemental earnings code for this employee is added.
8
In the Entered Amount field, enter the amount of the supplemental earnings.
Note: For supplemental earnings codes that are not based on dollar amounts, such as mileage,
the system automatically calculates the final amount based on your company’s standards.
9
At the bottom of the page, click Submit.
Result: The timecard is updated with the supplemental earnings.
 2011 ADP, Inc.
2
APPENDIX
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
2
Select the Schedules tab, 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
7
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
Click OK.
Result: The changes are saved and the Operation Successful message displays.
 2011 ADP, Inc.
3
APPENDIX
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
 2011 ADP, Inc.
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.
4
APPENDIX
Using Quick Charge Job Aid
Overview
You can use the Quick Charge feature to quickly record a clock in, clock out, or lunch out time
for one or more time-pair based employees. This feature is particularly useful in the event of
all-hands meetings, power outages, or other events that affect multiple employees and may
prevent them from recording their time.
Instructions
Step
Action
1
2
Select the Group Labor tab and then select the Quick Charge link.
3
To create a quick charge request, click New Request.
Result: Step 1: Select Action displays.
4
Select the type of quick charge you want to create, enter a pay group, if necessary, and
click Next.
Result: Step 2: Select Employee displays.
5
Select a filter to narrow the list of employees, if necessary.
6
Select the employees who will be assigned the quick charge.
7
In the Charge Time fields, enter the date and time of the quick charge.
8
Enter a description of the quick charge.
9
Click Submit.
Result: The quick charge is assigned to the selected employees and displays in the Recent
Quick Charge Requests.
 2011 ADP, Inc.
5
APPENDIX
Scheduling a Report Job Aid
Instructions
Step
1
Action
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.
 2011 ADP, Inc.
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.
6
APPENDIX
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.
Reports are available for seven days after they have been generated.
 2011 ADP, Inc.
7
APPENDIX
The Pay Premium Feature
Overview
A business may have the occasion to pay employees vacation pay on an ongoing basis. For
example, many casual, part-time or temporary workers do not accrue vacation time. Instead,
their vacation earnings are paid out each pay period as a percentage of their earnings. The
percentage and earnings codes to be included in the calculation are determined by legislation.
Automatic Pay Premium Generation Rules
When Pay Premium is enabled, Automatic Pay is updated with a payroll adjustment based on
the employee's earnings in the current pay period.
Employee-Level Pay Premium Setup
If your company has Pay Premium enabled, the Pay Premium Plan field displays in the Main
section of the Employees page.
The employee's pay premium plan is usually defined in the employee's pay group. However,
the Pay Premium Plan field can be used to override the pay premium plan assignment for this
employee. If you select a pay premium plan in this field, the pay premium plan defined in the
employee's pay group is never used.
Example: Supplemental Earnings Page
The Supplemental Earnings page displays both the pay premium percentage and dollar
amounts.
 2011 ADP, Inc.
8
APPENDIX
Example: Payroll Summary with Pay Premium and Pay Premium
Details Pages
The Payroll Summary page displays both the vacation premium hours and dollar amount. You
can click Vacation Premium to view the details.
Vacation Premium Details
Example: Time Pair Detail Page
 2011 ADP, Inc.
9
APPENDIX
Pay Premium Adjustments Job Aid
Overview
The system-calculated pay premium adjustment amount is not editable. Therefore, you need to
create a separate adjustment record to correct the system-generated adjustment. The amount of
the adjustment must be entered as a dollar amount.
Instructions
Step
Action
1
2
3
Click the Payroll Adjustment and Unapproval link.
4
Select the employee for whom you will make the adjustment.
Result: The Timecard Manager page displays the selected employee's payroll summary.
5
Click Create Adjustment.
Result: The Payroll Adjustment page displays for the selected employee.
6
Select the appropriate pay date.
7
Select the appropriate premium pay earnings code.
8
In the Dollars field, enter the monetary value (positive or negative) of the adjustment.
9
Click Submit.
Result: A success message displays and the Adjustment displays on the Timecard Details tab
of the Payroll Adjustment and Unapproved page.
Payroll Adjustment Rules
 The pay date is the date of the last day of the current pay period.
 The dollar value represents the total of all pay premiums for the pay period.
 The hours and rate value is zero.
 The Labour Charge Fields (LCF) values are the employee’s home LCF values.
 This record is not editable by any user.
 This record is visible to all users as part of the normal payroll view (if the user has
access to rates) in Timecard Manager or in Payroll Adjustment.
 As required, a user can enter manual adjustments to fix the system-calculated value.
 2011 ADP, Inc.
10

ezLaborManager for Administrators

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