Florida International University HR Liaison Hands-on Workshop June 30 & July 1, 2008

1. Florida International UniversityHR Liaison Hands-on Workshop June 30 & July 1, 2008

2. Do you recognize any of these characters?

3. Payroll Implementation Overview Solution Overview

4. Solution Overview • EV4 – FIU’s Human Resource System • TimeSaver – Time Entry System for worked and non-worked time. • Auto Pay – Mainframe Payroll Calculation Engine. • PantherSoft Financials – FIU’s Financial System where the • Payroll Detail Report is generated from HR Accounting Line. • ESS – Employee Self Service where employees can view • personal data and earnings statement. • Report Smith –Reporting Tools that allows FIU to create reports from • EV4.

5. Human Resources ADP Payroll Detail Report Employee ESS PantherSoft Financials TimeSaver EV4 Auto Pay Time Keeper Time Approver Solution Overview ReportSmith 4 1 5 3 2

6. Payroll Implementation Overview • Understanding: • Paygroups • Departments (Org. Code) • Position Numbers and Job Codes • Pay Plans • Benefit Programs • Compensation Frequency • Cost Centers ( Dept_ID and Project_ID) • ID’s ( ADP Emplid, Panther ID, PeopleFirst ID)

7. Payroll Implementation Overview Company Pay Group Pay Group Department Department Department Position Nbr / Jobcode Position Nbr / Jobcode Position Nbr / Jobcode Position Nbr / Jobcode Pay Plan Benefit Program Comp. Freq. Pay Plan Benefit Program Comp. Freq. Pay Plan Benefit Program Comp. Freq. Pay Plan Benefit Program Comp. Freq. Cost Center Cost Center Cost Center Cost Center

8. FIU - Payroll Implementation Overview FIU 8FL 8SY Arts & Sciences Student Affairs Finance 33766000 / 9263 45594000 / 9001 44413000 / 9254 / 9190 210 FIU 52.2 Bud Wks 220 FIU 52.2 Bud Wks 220 9MO 39 Bud Wks 092 NON Hourly 202000109 235000107 250000007 110000104

9. Payroll Implementation Overview – Pay Groups • All employees are hired under pay Group 8FL. This is the primary pay group for all employees • If an employee receives additional compensation or has two different positions then they are hired in the 8SY pay Group • Examples: • Staff, Administrative or Faculty employees that receive extra state compensation. • College Work study employee that also works as a student assistant. • Temporary hourly employee that receives an adjunct appointment.

10. Payroll Implementation Overview – Pay Plans

11. Payroll Implementation Overview – Comp. Frequency & Benefits Program

12. Panthersoft Departments and Projects ADP Cost Center PeopleSoft Financials Departments Projects EV4 Cost Centers (Project Flag) PeopleSoft Financials Departments Projects

13. Department and Project Information for ALA

14. Understanding EV4 Application

15. Understanding Effective Dates • Application’s effective-dating logic enables you to maintain an accurate history of information in the database. • Effective dating allows you to store historical data, see changes in your data over time, and enter future data. • For example, you may want to track several events in the career of an employee: • When he was hired, transferred, and promoted. By inserting rows of data based on his employee ID, and significant dates, you can build a job history. • When new information that is related to existing data (in this case about an employee) is entered, such as a transfer or pay rate change, you do not want to lose or overwrite the data already stored in the database. • To retain history, we add a data row identified by the date when the information goes into effect: the effective date. You can use the information to look at what has happened up to now and plan for the future. The system categorizes effective-dated rows into the following basic types: • Current: The data row with the date closest to—but not greater than—today’s date. Only one row can be the current row. • History: Data rows that have effective dates earlier than the current data row. • Future: Data rows that have effective dates later than the current date.

16. Understanding Effective Dates • An effective date is a point in time when an event (such as a compensation change) occurs. ADP Enterprise HR uses effective dates in order to track events for your employees. An example of this effective-date logic is illustrated in Figure2-1 with an employee’s record. Figure 2-1. One employee—four events

17. Understanding Effective Dates • Effective Seq. gives you the order of multiple entries with the same effective dates. • Figure 2-2 illustrates three rows with the same effective date of 8/15/2007, to keep the order in which multiple entries have been entered the system automatically assigns sequence numbers, in this case 0, 1, and 2. Figure 2-2. One effective date, three events – Three effective sequence numbers

18. Navigating EV4 Figure 2-3. The Desktop

19. Navigating EV4 • From the desktop, you can perform a variety of tasks. The desktop allows you to navigate through ADP Enterprise HR, enter new information into the application, and view or change existing information. • There are three major areas of the desktop: • The Organizer: The entire left column of the desktop is known as the Organizer. The Organizer controls all of the product navigation. The Organizer contains four panels—one gives you access to all ADP Enterprise HR product tasks, one allows you to create shortcuts to your job-specific tasks, the third allows you to view an organizational chart of your company, and the fourth is a department query tool. • Note: The Organizer panels that are available depend on your operator profile, which is created for you. • The Workspace: This is where you perform most of your data entry. • The Bulletin Area: This area has three panels—one displays system messages, one produces a list of your search results, and the third is used to suspend a process that you’re temporarily stopping, but intend to return to.

20. Navigating EV4 Figure 2-4. The Organizer

21. Navigating EV4 • Functional Groups • Tasks are split into general categories and are arranged in a wheel. • Figure 2-5 is a visual representation of the main functional areas in ADP Enterprise HR. As the first or highest level of navigation, you start at the functional groups to select the main area in which you’d like to work, such as Payroll, Planning & Analysis or People. • Each functional area is made up of a number of business processes and tasks. After selecting a category from the functional groups, the list of business processes within that category displays in the Task Manager. Figure 2-5. Functional Groups

22. Navigating EV4 – Creating Shortcuts • The Shortcuts panel allows you to customize the desktop according to the daily tasks you perform. • For example, if you enter new hire information more than once a day, you might want to be able to launch the New Hire task quickly without having to navigate through the various levels of the product. • In addition to ADP Enterprise HR tasks, web site URLs can be added as tasks for launching within the application. Figure 2-6. Shortcuts Panel View

23. Navigating EV4 – Creating Shortcuts Figure 2-7. Customize Shortcuts

24. Navigating EV4 – Creating Shortcuts • Use the Shortcuts feature to place frequently-used tasks at your fingertips. To customize your own Shortcuts panel, following these steps: • From the Shortcuts panel (shown in Figure 2-6), click Configure The Customize Shortcuts dialog box displays. • In the left window, drill down to the level where the task is found. For example, if you want to be able to see an employee’s job record information using your Shortcuts panel, follow this path: • People ~Personnel Actions ~Change Job/Position Information ~Change Job/Position • In the right column, select the target folder into which you want to copy the task. (The Shortcut folder is the default target; however, you can copy other folders to this side and create sub-folders under Shortcut.) • In the left window, highlight the task you want to copy and click Copy (between the two windows). The task is copied into the right window. • You can also copy entire functional groups, process groups, or processes to your list. Each displays on the Shortcuts list as a folder, and all the tasks within that process, process group, or functional group display within the process folder. If you delete the process, all tasks within the process are deleted as well. • To move the task up or down in the list, highlight the task in the right window and click Move Up or Move Down. • Click OK to return to the desktop.

25. Navigating EV4 – Using the workspace • The Workspace is the name for the working area where all tasks are performed. Data entry screens display as a series of panels arranged as if in a file folder in the Workspace. Figure 2-8. The Workspace

26. Navigating EV4 – Anchor Area • The Anchor area is located at the top of the Workspace, above the panels, as shown below. The Anchor area displays general information pertaining to the task you have open. • The default anchor area welcomes you to ADP Enterprise HR and will be displayed for any tasks where anchor information is not defined. However, if you’re performing a task related to a specific employee, the anchor area may look like this, if you use employee images in your system: Figure 2-9. Employee specific anchor data Figure 2-10. Default anchor data

27. Position Module

28. Position Module – Reviewing a position status • Use positions to track details on a particular job in a particular department or location that usually have a one-to-one relationship with employees. • Use the Position Status panel to review current position status elements including incumbents, FTEs, and headcount currently associated with positions. • When an active employee is assigned to a position, the employee’s FTE calculation is added to the FTE calculation on the Position Status panel and the headcount is increased by one. • The view includes incumbents with all status, including Active, Leave of Absence, Leave with Pay, and Suspended.

29. Position Module – Reviewing a position status • To view current position status, complete the following steps: • Click the Planning and Analysis functional group. • From the Task Manager, make the following selections: • Position Management ~ Review Position Information • Double-click on the Position Status task. The Search dialog box displays. • In the Position Number field, enter the position number. The Position Status panel • displays.

30. Position Module – Position Field Description

31. Job Information

32. Pay groups • All employees are hired under pay group 8FL. This is the primary pay group for all employees. • If an employee receives additional compensation or has two different positions then they are hired in the 8SY pay group. • Examples: • Staff, Administrative or Faculty employees that receive extra state compensation. • College Work study employee that also works as a student assistant. • Temporary hourly employee that receives an adjunct appointment.

33. Looking up an Employee’s Job Information • You can search by • various criteria: • Empl ID • Name • Doe,Jane • Note there is no space after the coma • Job Codes • Department ID = ORG CODE • Position Number

34. Looking up an Employee’s Job Information • Job Information • Effective date • Effective Sequence • Employee Status • Action/Reason • Action Date • Position • Standard Hours

35. Understanding Use of Positions In Job • Position number will only be populated for those employees who are in the following pay plans: • 210 • 220 • 230 • 240 • Temporary employees such as Adjuncts, OPS, Student Assistants, or Graduate Assistants do not have a position number in the system.

36. Looking up an Employee’s Job Information • Job/Pay/Location • Pay Group • 8FL • 8SY • Employee Type • Salary • Hourly • Pay Plan

37. Looking up an Employee’s Job Information • Job/Pay/Location • Budgeted Weeks/Comp Frequency • 39 BW • 52.2 BW • 6.6 BW • FIU Bwkly • FIU Hrly • Contract/Hourly Rate • This is consistent with the budgeted weeks • Contract rate for Comp Frequency 39, 52.2 and 6.6 • Biweekly rate for FIU Bwkly • Hourly rate for FIU Hrly • Annual Benefits Base • This is used to calculate benefits such as Health, Life, or Long Term Disability

38. Understanding Employment Dates • Employment Related Dates • University Hire Date • Rehire Date • State Hire Date • Leave Accrual Date • Termination Date • Retirement Date • Service years

39. HR User Defined Fields

40. Looking up an Employee’s HR User Data • HR User Defined Fields • Admin Increment • Administrative Code • Union Participator • Panther Soft ID • People First ID

41. Looking up an Employee’s HR User Data • HR Dates • DROP Begin Date • DROP End Date • Sick Leave Pool Effective Date

42. Payroll Module

43. Payroll Module • This section will assist you to learn how to view hours, earnings, and tax information from employee checks as well as to view employee gross pay, tax data, goal amounts, totals for controlled hours, and special accumulator information.

44. Payroll Module • We will learn how to: • view a single check or multiple checks • determine if a check is allocated • determine if a check is direct deposit or • physical check • identify a reversal or voided checks • view adjustments • payroll transfers • leave balance adjustment • manual checks

45. Payroll Module • Before you can view paycheck detail, you need to select the employee checks for which you want to view detail. You can choose to select all of an employee’s paychecks or you can select paychecks by other methods using the Select by field. • When viewing paycheck detail, you can view information about hours, earnings, taxes, • memos, and tax recalculations.

46. Viewing Multiple Checks –Non-Allocated Check

47. Viewing Multiple Checks –Non-Allocated Check

48. Viewing Multiple Checks –Non-Allocated Check

49. Viewing Multiple Checks –Allocated Check

50. Viewing Multiple Checks –Allocated Check • To view a specific account and determine the allocated amount click on the account number.