ezlabormanager for Supervisors Handout Manual

ezLaborManager for Supervisors Handout Manual

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V12291072195CANENG_EZ18 © 2010 ADP, Inc.

ADP’s Trademarks The ADP Logo and ezLaborManager are registered trademarks of ADP, Inc. Third-Party Trademarks Adobe, Acrobat, and Reader are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Microsoft, PowerPoint, and 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 SUPERVISORS

VIRTUAL CLASS MANUAL

Contents Course Introduction Course Purpose.............................................................................................................. 1 Course Objectives.......................................................................................................... 1 Important Information ................................................................................................... 1 Introducing ezLaborManager The Punch-In to Paycheque Process.............................................................................. 2 The Employee’s Role .................................................................................................... 3 The Supervisor’s Role ................................................................................................... 3 The Administrator’s Role .............................................................................................. 3 Adding a Favourite, Creating a Desktop Shortcut, and Logging On Job Aid ............... 4 Changing Passwords Job Aid ........................................................................................ 6 Navigation Elements ..................................................................................................... 7 Time Entry Methods Types of Time Entry...................................................................................................... 8 Editing Employee Timecards What Are Timecard Exceptions?................................................................................... 9 Timecard Manager....................................................................................................... 10 Editing Hours Job Aid ................................................................................................. 11 Editing Days Job Aid................................................................................................... 12 Adding Missed Punches Job Aid................................................................................. 14 Deleting Punches Job Aid ........................................................................................... 16 Correcting Department Transfers Job Aid................................................................... 17 Automated Messaging ................................................................................................. 18 Scheduling Employees What Is a Schedule? .................................................................................................... 19 Types of Schedules...................................................................................................... 19 Role Differences by Task ............................................................................................ 19 The Schedule Editor .................................................................................................... 20 Reviewing Time off Requests Overview ..................................................................................................................... 21 Scenario ....................................................................................................................... 21 Reviewing Time Off Requests Job Aid ....................................................................... 25 Viewing Time Off Requests ........................................................................................ 26  2011 ADP, Inc.

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Viewing Employee Information My Employees – Timecard Tab .................................................................................. 27 Viewing Attendance Information ................................................................................ 28 Viewing Benefits Information ..................................................................................... 28 Viewing General Information...................................................................................... 28 Running Reports Overview ..................................................................................................................... 29 Reporting Elements ..................................................................................................... 29 Reasons to Run a Report ............................................................................................. 30 Frequently Run Reports............................................................................................... 30 Viewing and Printing a Report Job Aid....................................................................... 31 Downloading Report Data Job Aid ............................................................................. 32 Editing a Report Job Aid ............................................................................................. 33 Scheduling a Report .................................................................................................... 34 Completing End-of-Period Tasks Overview ..................................................................................................................... 35 Fixing Exceptions........................................................................................................ 35 The Exceptions by Employee Page ............................................................................. 36 The Exceptions by Type Page ..................................................................................... 36 Approving Total Hours Worked Job Aid .................................................................... 37 Approving Individual Time Pairs Job Aid .................................................................. 38 Course Closing Support after Class ...................................................................................................... 39 Course Objectives........................................................................................................ 40 ezLaborManager for Supervisors (72194)................................................................... 41 Training Evaluation ..................................................................................................... 42 Appendix

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Course Introduction Course Purpose This course introduces you to ADP’s ezLaborManager®. You will learn how to manage your employees’ timecards, schedule employees’ time, and run reports.

Course Objectives Upon completing this course, you will be prepared to:  Edit timecards  Assign employees to a schedule  Review time off requests  View employee information  Run reports  Complete end-of-period tasks

Materials Overview Use the following information back at your office:  Job aids  Quick reference cards

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Introducing ezLaborManager The Punch-In to Paycheque Process 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

You review and edit time information and generate reports. You can also approve time online, if your company is set up for this feature.

3

The ezLaborManager administrator closes the pay period (so no further entries can be made in ezLaborManager), adjusts the payroll as necessary, and creates the files with pay data and punch details. The ezLaborManager administrator then exports 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

The ezLaborManager administrator then move to a new pay period in ezLaborManager, and the process begins again.

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The Employee’s Role  Enters his or her time (if applicable)  Views own time sheet, schedule, benefits, personal, and attendance information  Enters own supplemental earnings (if applicable)  Sends attendance notifications to supervisors (if applicable)  Requests time off (if applicable)

The Supervisor’s Role  Finds timecard exceptions  Corrects errors and exceptions  Assigns employee schedules  Approves employee timecards (if applicable)  Approves time off requests (if applicable)  Creates and schedules reports

The Administrator’s Role  Creates schedules  Edits employee timecards  Sends e-mail notifications  Maintains employee information  Creates and schedules reports  Performs end-of-period tasks

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

Action

1

On your Windows Start menu, click Start. 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, or 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 will take 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 4

In the center of the page, click Bookmark ezLaborManager. 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 opens.

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Adding a Favourite, Creating a Desktop Shortcut, and Logging On Job Aid (Continued) Instructions (Continued) Step

Action

7 IF the client name or ID:

THEN:

Already exists on your computer as an Internet cookie

Enter your user ID and password and click Login.

Note: 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.

Enter your user ID and password and click Login. Note: To obtain your user ID and password, contact your administrator. Result: The ezLaborManager Supervisor Services Home page opens. Note: If your employee is using the ezLaborManager Web Clocking feature, they go to https://ezlmwc.adp.com to add the Web Clocking page to their list of favourites. The Web Clocking page opens. 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 1 2

Action Click the Options button. 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 Supervisor Services Home page.

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Changing Passwords Job Aid Instructions Step

Action

1

Click the Options button.

2

Select Change Password. Result: The Change Password window opens.

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, re-enter your new password. Click Submit. Result: The password is updated.

7

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Click Close to return to the Supervisor Services Home page.

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Navigation Elements Overview

Elements and Descriptions Element

Description

Reports button Options button Help button Training button Exit button Tabs Inbox

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Entering Time Overview You can enter your time in ezLaborManager directly or by using a data-collection device such as a timeclock, hand punch, telephone, or cell phone.

Types of Time Entry 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 displayed.

Types and Descriptions Type

Description  Employees clock in and clock out using either the buttons on the ezLaborManager Home page or a data-collection device.

Clocking

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

Time-Based

 If ezLaborManager is not available, employees can use a clock (or another data-collection device) to enter their hours.  These employees can edit their time sheet in ezLaborManager.  Employees enter their hours on their time sheets in ezLaborManager.

Hours-Based

 If ezLaborManager is not available, employees can use a clock (or another data-collection device) to enter their hours.  These employees can edit their time sheets in ezLaborManager.  Employees can only use a clock (or another data-collection device) to enter their time.

View Only

 They can only view their time sheets in ezLaborManager.

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

Examples  The timecard is missing supervisor approval.  The timecard is missing hours.  The time pair is missing an in or out punch.  The employee has clocked out late.  The number of hours specified in the schedule does not match the number of hours worked.

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

Description Exceptions marked with the Error icon must be resolved before the payroll can be processed. Exceptions marked with the Warning icon 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 icon, must be recorded before payroll can be processed. Your ADP representative can change the severity to an error. Exceptions marked with the Message icon 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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Timecard Manager Select Group Labour > Timecard Manager.

Elements and Descriptions Element

Description

Links Processing symbols Entry fields Notes button Supervisor Approval

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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, earnings code and a note entered for his absence on Friday.

Instructions Step

Action

1

From Supervisor Services, select Group Labour > Timecard Manager.

2

If the desired employee timecard is not displayed, find the employee by using the Quick Find, Find, or Lookup feature. Result: The Timecard Manager page displays the timecard of the employee you selected.

3

In the Hours field, edit or enter the missing hours.

4

In the Earnings Code field, click in the field to display the Lookup button.

5

Click Lookup to open the Earnings Code Lookup window, and select the appropriate code. Result: The Earnings Code Lookup window closes and the employee’s earnings code is updated.

6

Click the Note icon to open the Notes window and enter a note. Click Done. Result: The Notes window closes and the Note icon displays green with writing.

7

Click Submit. Result: The timecard is updated. The Unprocessed icon 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

In the Services list, select Supervisor Services.

2

Select the Group Labor tab.

3

Click the Timecard Manager link.

4

If the desired employee timecard does not display, find the employee by using the Quick Find, Find, or Lookup feature. Result: The Timecard Manager page displays the timecard of the employee you selected.

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 Quick Find list, click in the Earnings Code field twice.

7

In the Quick Find list, select the appropriate earnings code and then press Tab. 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. Result: The Earnings Code Lookup window closes and the employee’s earnings code is updated. The Days column displays.

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Select the appropriate day part.

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Instructions (Continued) Step 9

Action 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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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

From Supervisor Services, select Group Labour > Timecard Manager.

2

If the desired employee timecard is not displayed, find the employee by using the Quick Find, Find, or Lookup feature. Result: The Timecard Manager page displays the timecard of the employee you selected.

3

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.

4

In the Earnings Code field, click in the field to display the Lookup button.

5

Click the Lookup button to open the Earnings Code Lookup window and select the appropriate code. Result: The Earnings Code Lookup window closes and employee’s earnings code is updated.

6

Click Submit. Result: The timecard is updated. The Unprocessed icon 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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Adding Missed Punches Job Aid (Continued) 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

From Supervisor Services, select Group Labour > Timecard Manager.

2

If the desired employee timecard is not displayed, find the employee by using the Quick Find, Find, or Lookup feature. Result: The Timecard Manager page displays the timecard of the employee you selected.

3

4

In the Time In or Time Out field, edit or type the missing hours, as necessary. If an entire time pair is missed (for example, if an employee forgets to punch out and back in for lunch), click the Insert (+) icon to the left of the appropriate date to add a new row or use the Insert Time advanced edit feature. Edit the hours in the existing row and the new row, as needed. Click Submit. Result: The timecard is updated. The Unprocessed icon 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 coworker 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, and then delete the row that displays the extra time punch.

Instructions Step

Action

1

From Supervisor Services, select Group Labour > Timecard Manager.

2

If the desired employee timecard is not displayed, find the employee by using the Quick Find, Find, or Lookup feature. Result: The Timecard Manager page displays the timecard of the employee you selected.

3

In the Time Out field of the first row, right-click and select Delete Time. Result: The time from the second row is moved to the Time Out field in the first row and the second row is marked for deletion.

4

Click Submit and then click OK. Result: The selected row is deleted.

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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

From Supervisor Services, select Group Labour > Timecard Manager.

2

If the desired employee timecard is not displayed, find the employee by using the Quick Find, Find, or Lookup feature. Result: The Timecard Manager page displays the timecard of the employee you selected.

3

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 employees who record their start and stop times, type 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 enter the hours for each department worked in the relevant rows. For employees who record their start and stop times, right-click the Time Out field for the workday, select Transfer, and enter the time in and out in the relevant rows.

4 5

In the Department field, click in the field to display the Lookup button. Click the Lookup button to enter the applicable department code. Result: The Department Lookup window opens.

6

In the ID column, select the applicable department code. Result: The employee’s department code is updated.

7

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

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Scheduling Employees What Is a Schedule? A schedule contains information about a typical work day for an employee. It includes details such as starting and stopping times, the time allocated for lunch, and earnings codes.

Types of Schedules In ezLaborManager, you can create two types of schedules:  Daily  Recurring

Daily Schedule

Recurring Schedule

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

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

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

Example: Mary MacGill will work from 9 a.m. to 5 p.m. from Monday to Thursday. Mary's administrator will create the 9 a.m. - 5 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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The Schedule Editor Select Supervisor Services > Schedules.

Elements and Descriptions 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

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Assigning a Recurring Schedule to Multiple Employees Job Aid Instructions Step

Action

1

Select the Schedules tab.

2

Select Recurring Schedules.

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

5

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

6

In the Start Date field, enter a starting date or select a start date from the calendar. If the selected starting date is not within the date range selected, a message displays. Click OK. Otherwise, adjust the date range.

7

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

8

Click an employee's name to select the employee. Note: To select more than two adjacent employees quickly, select the first employee you want in the list, hold the Alt key, and then select the last employee. The first and last employee names, plus all the names listed between them, are highlighted in green to show that 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, select Edit Single in the Action field. You can edit the Start Week, Start Date, and End Date fields and then submit the changes.

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Editing an Employee's Schedule Job Aid Instructions Step

Action

1

Select the Schedules tab.

2

Select Daily Schedules.

3

If the day you wish to edit is not visible, use the buttons on the blue horizontal scroll bar scroll to scroll to the desired day. Note: Using the buttons on the blue horizontal scroll bar, you can scroll through the days in the date range you selected. The single right arrow scrolls one day at a time. The double right arrow scrolls several days at a time.

4

In the desired employee's row, click the cell of the day you are editing. Result: The Edit a Single Schedule editor displays at the top of the page, showing schedule details such as in and out times, earnings code, lunch plan, and department.

5

In the In field, change the in time to the new time.

6

In the Out field, change the out time to the new time.

7

Click in the Department field and then click More. Click the row for the desired department.

8

Click Apply. Result: A blue triangle displays in the lower-right corner of the cell, indicating that the schedule has been modified but not saved. Note: If you do not see the blue triangle, click another cell to refresh the page.

9

Click Submit. Result: The blue triangle no longer appears in the cell you edited, and the "Operation Successful" message displays at the top of the page.

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Reviewing Time off Requests The Time Off Request Process The time off request process consists of the following stages: Stage

Description

1

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

2

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

3 IF the supervisor:

THEN:

Approves the request

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

Partially approves the request

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

Denies the request

No further action is required.

Important Information A supervisor can select someone else to review the time off requests when he or she is not available. This back-up 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 vacation the week of November 23. As a reviewer, approve his request for vacation.

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

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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 employee's nonworked schedules to assist in determining whether the request should be approved, partially approved, or denied.

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Scenario (Continued) The requester receives a message with the approval results.

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Scenario (Continued) The requester accepts or cancels the request.

Important Information  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

Action

1

In the Inbox, click Time Off Requests folder.

2

Click the time off request message description. Result: The message details display along with a link.

3

In the message details text, click Time Off Request. Result: The Time Off Request page displays 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 availability of other employees for the day(s) for which the time off request is made. Results: Nonworked schedules for other employees are displayed for requested date(s).

5

Click Close.

6

In the Comments field, enter your comments (if needed).

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 each day 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 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.

Important Information  The 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, the remaining worked time no longer displays on the schedule of the requester. The requester's schedule must be manually updated if the requester is required to work the remainder of the day.  2011 ADP, Inc.

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Viewing Time Off Requests You can view all time off requests from Supervisor Services by selecting Group Labour > Time Off Requests.  You can use the Status list to select a time off request with a specific status.  Each time off request is assigned a request number.  To search for a specific time off request, enter the assigned request number in the Find Request Number field and then click Find.  You can click the Request Number to view additional details.

Important Information  An approved time off request cannot be deleted directly from the Supervisor Services Schedules page or Timecard Manager. It must be cancelled.  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 cancelled. If a request that has already been approved and scheduled is later cancelled, the nonworked schedules corresponding to the request will be deleted and the employee’s original schedules will be restored. 

Time off requests cannot overlap already existing nonworked schedules. An error message displays if an employee attempts to create a time off request that overlaps an existing nonworked schedule.

 The requester can submit a time off request for a maximum of 30 days only. As a result, the Time Off Requests 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. Your company policy may vary, however.

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Viewing Employee Information My Employees – Timecard Sub-Tab

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Viewing Attendance Information

Viewing Benefits Information

Viewing General Information

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Running Reports 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 only if it is enabled on the Client Administrator Preferences page by your administrator or an ADP representative.

Reporting Elements

Elements and Descriptions Element

Description

Reports-Home tab My Reports section Report Categories section Supervisor Reports Report Scheduling tab

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Reasons to Run a Report Run a report to check: 

Employee timecards



Daily schedules



Exceptions to schedules



Department allocations



Employee accrual balances



Employee overtime

Frequently Run Reports Type

Description

Timecard

Provides a detailed timecard report for each employee

Timecard with Payroll

Provides a complete record of each employee’s timecard including the daily payroll totals. It includes actual time pair totals, daily payroll totals, and the payroll summary on a single report.

Timecard Exception

Provides a list of timecard exceptions by employee

Daily Schedule

Provides detailed start and stop times by employee

Employee Daily Totals

Provides a complete breakdown of employee hours and dollars by earnings code on a daily basis. Use it to review subtotals for each employee for the chosen time frame.

Employee Total Hours

Provides a complete breakdown of employee hours and estimated wages by department and earnings code

Department Summary

Provides a summary of hours worked by department

Department Detail

Provides employee hours by worked department

Employee Rates

Provides a list of employee rates

Approaching Weekly Overtime

Provides a list of employees whose hours have reached a specified limit. The report can also list employees who have not reached the specified limit.

Punch Source

Provides detailed timecard information grouped by the source of the in-punch

Actual vs. Scheduled Hours

Provides the details on the difference between the actual time employees worked and the time they were scheduled to work. This report is available in three formats: Employee Summary, Employee Detail, and Worked / Non-Worked Summary.

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.

Important Information You can get additional information on all types of reports in the ezLaborManager Reports Booklet available on the Online Training Center.

 2011 ADP, Inc.

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Viewing and Printing a Report Job Aid Scenario You want to view details on scheduled employee start and stop times for the week. View the Weekly Schedule 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 symbols: 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 the Reports button. Result: The Reports page opens.

2

In the Name column in the Report Categories section, click Supervisor Reports. Result: The Supervisor Reports page opens.

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 Report Data Job Aid Scenario You have to review information on your employees' timecards along with payroll details at a meeting with Human Resources. Download the Timecard with Payroll report to access the relevant information.

Instructions Step

Action

1

On any ezLaborManager page, click the Reports button.

2

In the Name column in the Report Categories section, click Supervisor 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: Save the report

THEN click: 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. (See the illustration below.)

6

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Click Close.

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Editing a Report Job Aid Scenario Generate a report with timecard exceptions for employees working in the Eastern Time Zone (EST).

Instructions: Selecting Specific Data for the Report Step

 2011 ADP, Inc.

Action

1

On any ezLaborManager page, click the Reports button.

2

In the Name column in the Report Categories section, select Supervisor 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.

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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 Your administrator needs to activate the Automated Reports feature in ezLaborManager. Any report that has been saved in the My Reports section can be scheduled as an automated report.

Elements and Descriptions Element

Description

Completed Scheduled Report

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. 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 be automatically generated at 9 a.m. every Monday morning. Once you create the schedule for that report, it will display in the Report Schedules section with an active status. When the report is generated (as per the schedule) it will display in the Completed Schedules Reports section.

Important Information  Each user can create a maximum of 20 report schedules.  A schedule creator can only include 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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Completing End-of-Period Tasks Overview After a pay period has ended, your administrator must move the application to the new pay period and move the data in the current pay period into an archive, where it can no longer be edited. The administrator must accomplish a number of tasks prior to moving the pay period. Performing the tasks that prepare the data in the system for the pay period move and initiating the background data handling are referred to collectively as end-of-period tasks. Your responsibilities at the end of the period include the following tasks: 1. Checking employee timecards for errors, known as fixing exceptions 2. Making final edits 3. Approving timecards 4. Approving time off requests

Fixing Exceptions Exceptions are the system’s way of notifying you that timecard entries require some user intervention before the timecard can be processed. From the Supervisor Services Home tab you can access pages where you are able to view, note, and resolve exceptions that have been generated by the system. The number of exceptions is listed in the Exceptions by Employee section and can be viewed by employee or by type. Once an exception is resolved, it no longer displays in the Exceptions by Employee section.

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The Exceptions by Employee Page

The Exceptions by Type Page

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Approving Total Hours Worked Job Aid Scenario Approve Mary MacGill's timecard for the current pay period.

Instructions Step 1

Action From the Supervisor Services Home page, select View by Type. Result: A list of exceptions by type displays.

2

In the Exceptions column, click Supervisor Approval Required. Result: A list of employees who have not had their timecards approved displays.

3

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

4

In the Select column, select one or multiple employees. To approve timecards for all listed employees at once, select the check box in the column header.

5

Click Approve. Result: The selected employees’ timecards are approved and the "Operation Successful" message displays. Note: You can approve supplemental earnings for the selected employee by clicking the Supplemental Earnings link in Timecard Manager.

 2011 ADP, Inc.

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Approving Individual Time Pairs Job Aid Scenario Approve a time pair for Thomas Ever in the current pay period.

Instructions Step 1

Action From the Supervisor Services Home page, select View by Type. Result: A list of exceptions by type displays.

2

In the Exceptions column, click Supervisor Approval Required. Result: A list of employees who have not had their timecards approved displays on the Summary View sub-tab.

3

Select Detail View. Result: A list of time pairs pending supervisor approval displays.

4

In the Solution/Approve column, select the check box for the time pair row that requires approval. Note: To approve all the listed time pairs at once, select the check box in the header of the Solution/Approve column.

5

Click Submit. Result: The employee’s time pairs are approved and the “Operation Successful” message displays.

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Course Closing Support after Class Overview Various options are available for training and supporting the supervisors and employees in your organization.

The Online Training Center Click the Training button to access the Online Training Center, you can view, print, or download:  Quick Reference Cards (QRCs)  User guides and release updates  ezLaborManager Reports Booklet

Online Help Click the Help button to access:  Getting started information  Context-sensitive help  Troubleshooting information  Frequently asked questions

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Course Objectives Now that you have completed this course, you are prepared to:  Edit timecards  Assign employees to a schedule  Review time off requests  View employee information  Run reports  Complete end-of-period tasks

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ezLaborManager for Supervisors (72194) Program Content This course prepares supervisors to use the features of ezLaborManager. Topics include navigating through the ezLaborManager application, maintaining timecards, scheduling employees, and running and scheduling reports.

Objectives Upon completing this course, participants will be prepared to:  Edit timecards  Assign employees to a schedule  Review time off requests  View employee information  Run reports  Complete end-of-period tasks

Participant Materials Participants need to print the ezLaborManager for Supervisors handout manual prior to attending class.

Method of Presentation Instructor-led and virtual class

Duration Approximately 2 hours, 30 minutes

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Training Evaluation Thank you for attending the ezLaborManager for Supervisors course. Please take a moment to complete the evaluation.

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ADP Course Description

ezLaborManager for Supervisors (72194) Program Content This webinar helps supervisors learn how to use the features of ezLaborManager. Topics include navigating through the ezLaborManager application, maintaining timecards, scheduling employees, and running and scheduling reports.

Objectives Upon completing this course, participants will be able to: 

Edit timecards



Assign employees to a schedule



Review time off requests



View employee information



Run reports



Complete end-of-period tasks

Audience This course is intended for supervisors who need to manage their time and labor tasks using ezLaborManager.

Prerequisites None.

Advance Preparation None.

Participant Materials Participants need the ezLaborManager for Supervisors handout manual.

Method of Presentation Instructor-led and virtual class

Duration Approximately 2 hours, 30 minutes

Cost and Training Policy For information on course cost, registration, and cancellation policies, refer to the Training Policy.

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Appendix Contents Automated Messages .......................................................................................................... 1 Entering Supplemental Earnings......................................................................................... 2 Assigning a Schedule to Multiple Employees .................................................................... 3 Editing an Assigned Schedule for an Employee ................................................................. 4 What Are Quick Shifts? ...................................................................................................... 5 Deleting and Restoring Schedules ...................................................................................... 7 Scheduling a Report............................................................................................................ 8 Accessing a Completed Report ........................................................................................... 9

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APPENDIX

Appendix Automated Messages The ezLaborManager Inbox 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.

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 being generated successfully

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Entering Supplemental Earnings 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 a supervisor, may need to enter these amounts for your employees.

Instructions Step

Action

1

From Supervisor Services, select Group Labour > Supplemental Earnings.

2

Select the employee for whom you will enter supplemental earnings. Result: The Timecard Manager page displays the selected employee's timecard.

3

Click Supplemental Earnings. Result: The Supplemental Earnings page for the selected employee displays.

4

In the Earnings Code field, click the Lookup button to enter the applicable supplemental earnings code. Result: The Supplemental Earnings Code Lookup window opens.

5

Select the applicable supplemental earnings code. Result: The appropriate supplemental earnings code for this employee is added.

6

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.

7

At the bottom of the page, click Submit. Result: The timecard is updated with the supplemental earnings.

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Assigning a Schedule to Multiple Employees Overview If you want to assign a schedule to multiple employees, use the Assign Multiple mode.

Instructions Step 1 2

Action From Supervisor Services, select Schedules > Recurring Schedules. In the Action field, select Assign Multiple. Result: The Assign Recurring Schedules page displays.

3

In the Recurring Schedule field, click the Lookup button and select a recurring schedule. Note: You can preview the selected recurring schedule by clicking the Preview link.

4

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

5

In the Start Date field, enter a starting date or select a start date from the calendar. If the selected starting date is not within the date range selected, a message displays. Click OK. Otherwise, adjust the date range.

6

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

7

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.

8

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

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

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Editing an Assigned Schedule for an Employee Overview If you want to edit an assigned schedule for an employee for one day only, use the Edit Single mode.

Instructions Step

Action

1

Select Supervisor Services > Schedules > Daily Schedules.

2

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

3

Select Edit Single.

4

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.

5

6

IF you want to:

THEN:

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

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

Assign nonworked time to the selected employee

Enter the amount of nonworked hours in the Hours field if required and select the earnings code that you wish to assign to the nonworked hours

Delete a selected schedule for the selected date

Click Delete Selected. Skip step 7.

Click Apply. (This step does not apply if you want to delete a schedule for the selected date.) Note: If you wish to add, edit, or delete another day's schedule for an employee, repeat the above steps.

7

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Click Submit.

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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.

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.

Assigning a Quick Shift Step

 2011 ADP, Inc.

Action

1

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

2

Select a quick shift from the list of saved quick shifts.

3

Click the up diagonal arrow to apply the quick shift.

4

Click Apply.

5

Click Submit.

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Deleting and Restoring Schedules 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

Select Supervisor Services > Schedules > Daily Schedules.

2

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

3

In the Action field, select Delete or Restore Multiple.

4

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.

5

6

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.

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Scheduling a Report 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: You do not need to select a date if you want the report to generate indefinitely.

 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.

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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. The recipient can click the link in the message to access the completed report directly.

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

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