employee access user guide€¦ · employee access is compiled of several pages and this section...

Employee Access User Guide

Total Absence Management

04/18/2013

NAS Q1 2013 TAM Employee Access User Guide

ADP and the ADP logo are registered trademarks of ADP, Inc. © 2012 ADP, Inc. IN THE BUSINESS OF YOUR SUCCESS is a service mark of ADP, Inc.

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Table of Contents 1. About This Guide

1.1 Introduction

2. Employee Access Overview 2.1 Navigating Employee Access

3. Performing Tasks in Employee Access

3.1 Introduction

3.2 Applying for a Leave

3.3 Requesting a Leave Extension

3.4 Submitting and Viewing Intermittent Time

3.5 Entering a Temporary Address



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1. About This Guide

1.1 Introduction_____________________________

This guide serves as a point of reference for navigating and utilizing the ADP Total Absence Management web.

ADP Total Absence Management Employee Access allows you to perform the following actions for your leave:

Search for and view leave of absence information for any leave of absence you have on file with ADP

Submit a new leave of absence request

Report intermittent time

View a calendar of your absences on file with ADP

View the hours used and available for the leaves for which you are eligible

Access documents and forms



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2. Employee Access Overview

2.1 Navigating Employee Access_______________

Employee Access is compiled of several pages and this section consists of the following topics:

Welcome / Back to Main – Main navigation page, provides a brief overview of navigation tools.

Month at a Glance – Displays a monthly calendar view of leaves of absence.

Apply for Leave – Submit a new leave request.

Job Protection – View the amount of hours used and available for each leave type for which you are eligible.

Manage Leave – Check the status or update information on an open leave.

Leave History – Obtain information on leaves that have been closed, canceled, or denied.

Personal Information – Displays the mailing address on file.

Documents and Forms – Provides documents and forms applicable for leaves of absence and a link to state leave law summaries.

Contact Us – Allows for questions to be sent to the ADP Service Center.

Logout - Logs you out of Employee Access.



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Welcome / Back to Main_______________________

The Welcome page provides a brief overview of the navigation tools provided to view your record.

Figure 2-1 illustrates the Welcome page.

Figure 2-1 Welcome

Your name is displayed in top right throughout web.



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Month at a Glance____________________________

The Month at a Glance page allows you to view the status of your absence(s) in a color-coded calendar view.

Absence color key:

Yellow – Absences that are in a pended status Green – Absences that have been approved Pink – Absences that have been denied Blue – Absences that have been cancelled

You can also designate the year and month that you want to display as well as the absence types by selecting from the display list.

Display list options:

All Requested Absences Federal / State / Company Absences (default setting)

Figure 2-2 illustrates the Month at a Glance page.

Figure 2-2 Month at a Glance

Select Year, Month, and Display for calendar view.



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Hover over an absence for additional information:

Leave Number – shows the leave number this absence was reported under. This number will also be included on the communications you receive from ADP regarding this leave.

Begin and End Dates of the Leave Leave Type – shows whether the leave is a continuous or

intermittent leave. Number of Hours – displays the number of hours reported

for this absence.

Figure 2-3 illustrates the Month at a Glance page with absence hover.

Figure 2-3 Month at a Glance Hover



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Apply for Leave______________________________

The Apply for Leave page allows you to submit a new leave request by selecting from the list provided. The list will display leaves for which you are eligible based on demographic and eligibility information. If you do not see the leave type needed in the list, please contact the ADP Service Center for additional information. Once you apply for a leave, the request will be systematically reviewed based on entitlement and the leave is updated accordingly.

Instructions on submitting a leave request via the web will be described in section 3.2 Applying for a Leave.

Figure 2-4 illustrates the Apply for Leave page.

Figure 2-4 Apply for Leave



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Job Protection_______________________________

The Job Protection page displays FMLA, state, and company leave hours available and used during the current eligibility period. The hours are automatically calculated based on your eligibility and demographic information.

The hours shown reflect the most generous job-protected hours for which you are eligible based on federal and state laws.

Figure 2-5 illustrates the Job Protection page.

Figure 2-5 Job Protection



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Manage Leave_______________________________

The Manage Leave page allows you to manage the details of your open leave(s) by reviewing or updating through the following:

View Details – redirects you to the Leave Detail page where you can make updates to your leave request.

Leave Number – displays the leave number that is associated with the leave.

Leave Type – identifies the type of leave. Reason – provides additional detail on the reason for the

leave. For example, care for parent, spouse, or child. Status – provides status of leave, whether approved or

pended. Begin and End dates – begin and end dates for this leave. Hours Used and Available – provides the number of

hours available and used on this specific leave. There is a toggle ability to display hours:

o As-of-Today – displays hours used and available as of that day.

o End-of-Leave – displays the hours used and available as of the end date of the leave based on the current available information.

Intermittent / Reduced Work Week - marked with a ‘Y’ if the leave is an intermittent / reduced work week leave or an ‘N’ if it is a continuous leave.

View Confirm – redirects you to the confirmation page, which provides a printable document with the leave number, dates, reason, and hours used on the leave.



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Figure 2-6 illustrates the Manage Leave page.

Figure 2-6 Manage Leave Screen



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Leave History _____________________________

The Leave History page displays all closed leaves, including those closed based on a denial or cancellation. For each closed leave, the following information is displayed in table format:

View Details – selecting this link redirect you to the Leave Detail Screen.

Leave Number – this displays the leave number that is associated with the leave.

Leave Type – provides the primary leave type such as company policy, employee medical leave, family health, etc.

Reason – provides additional detail on the reason for the leave. For example, care for parent, spouse, or child (Family Health) or chronic condition or absence plus treatment (Employee Medical).

Status – provides status of leave, whether approved, denied, or cancelled.

Begin and End dates – begin and end dates for this leave. Hours Used – provides the number of hours used on this

specific leave. Intermittent / Reduced Work Week - marked with a ‘Y’

if the leave is an intermittent / reduced work week leave or an ‘N’ if it is a continuous leave.

View Confirm – redirects you to the confirmation page, which provides a printable document with the leave number, dates, reason, and hours used on the leave.



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Figure 2-7 illustrates the Leave History page.

Figure 2-7 Leave History

Listed below is information on file regarding leaves you have previously taken that are now closed. If you have any questions about this information, please call (Client Call Center Name) at (Client Call Center Phone Number). Leave Counselors are available from 8:00 a.m. to 8:00 p.m. Eastern Time, Monday through Friday.



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Personal Information__________________________

The Personal Information page displays the address information currently on-file based on the most recent demographic information. Updates and corrections are made on the HR system of record and provided to Total Absence Management on a regularly scheduled demographic file.

Figure 2-8 illustrates the Personal Information page.

Figure 2-8 Personal Information

For your convenience, there is also an option to submit a temporary address to apply to a specific leave which is described in section 3.5. This temporary address is placed on file to ensure all correspondence sent to you regarding the specified leave will be mailed to your temporary address until you notify us otherwise. The temporary address provided is used for this leave only will not be used for any other purposes.



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Documents and Forms__ ______________________

This page provides documents and forms applicable to leaves of absence. Blank medical certification forms, FMLA rights documentation, and FAQ documents are also available for viewing or printing from this page.

Figure 2-9 illustrates the Documents and Forms page.

Figure 2-9 Documents and Forms



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Contact Us _____________________________

The Contact Us page provides a form that can be completed and submitted to the ADP Service Center for questions. Our recommendation is to contact the ADP Service Center via phone with any questions.

Figure 2-10 illustrates the Contact Us page.

Figure 2-10 Contact Us



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Logout ______________________________

The Logout function will log you out of the Absence Management web. For security purposes you must close the web browser completely and open a new web browser before re-opening the web URL.

Figure 2-11 illustrates the Logout page.

Figure 2-11 Logout



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3. Performing Tasks in Employee Access 3.1 Introduction_____________________________

This chapter provides detailed instructions for performing tasks in Employee Access in the following sections:

3.2 Applying for a Leave

3.3 Requesting a Leave Extension

3.4 Submitting and Viewing Intermittent Time

3.5 Entering a Temporary Address



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3.2 Applying for a Leave_____________ Employee Access gives you the ability to request a leave through the web. Follow these steps to initiate a new leave request. Note: If you need to report intermittent time for a leave request you have already made, please refer to section 3.4 Submitting and Viewing Intermittent Time. After you log in, navigate to the Apply for Leave page.

Your name is displayed in top right throughout web.



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On the Apply for Leave page, choose the reason for your leave from the list and select Continue. This list only displays leave types you are eligible for at this time. If you do not see the leave type needed in the list below, please contact the service center. In this example the leave type Family Health (leave to care for a family member) was selected to demonstrate the process for initiating a standalone leave.



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After choosing the leave type and selecting Continue, you are directed to the leave application form. On the application, identify the secondary leave reason (such as care for parent, spouse, or dependent child); whether this leave is intermittent or continuous; enter the last day worked; estimated begin date; and estimated end date. Once the application has been completed, select Continue. Remember the dates you enter are only estimated dates. If you are unsure of the exact dates you will be out, please enter your best estimate and the actual dates of absence are updated upon receipt of valid documentation.



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A pop-up will ask you to verify that all your information is correct. Select OK and then select Continue.



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You are redirected to the Intermittent Details page where you can enter any intermittent time you have reported. If you have not used or scheduled any time to date, you can leave this portion blank. Refer to section 3.4 Submitting and Viewing Intermittent Time for instructions on reporting intermittent time after the leave has been initiated. This leave shows Pended until medical certification has been submitted to complete the leave request.

You can also select Manage Leave to immediately view the status of the leave entry.



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3.3 Requesting a Leave Extension_______________

Log into Employee Access and navigate to the Manage Leave page.

On the Manage Leave page, find the appropriate leave by confirming the Leave Tracking Number and select View Details.

FQAAK JENKINS 120 HOME BLVD. HOMETOWN MA 40299 Confirmation _____________________________________________



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On the View Details page, confirm the leave number and select the Request Extension button.

You will receive a pop-up instructing you to insert the new estimated end date.



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Enter the date and select Submit Extension Request.

You will receive a pop-up advising that your extension request will now be saved, select OK.



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The Manage Leave page will display the pended extension end date under the To column.

Selecting View Details provides the complete extension information.



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3.4 Submitting and Viewing Intermittent Time_____

The section below provides instructions on submitting and viewing intermittent time via the web. Submitting Intermittent Time You can follow the instructions below to submit intermittent absences via the web. Log into Employee Access and navigate to the Manage Leave page.



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The Manage Leave page displays all of your open leaves. To enter an intermittent absence or absences, navigate to the appropriate leave and select View Details (you can confirm the correct leave by referring to Leave Tracking Number, Reason, and marked Y for Intermittent).



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On the Leave Detail page verify the leave selected. If the leave is approved, this page will also display the current approved frequency as well as any work restrictions or overtime limitations which may apply based on the Certification of Healthcare Provider. Select Intermittent Detail to enter the intermittent absence(s).



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On the Intermittent Details page, enter the span of time for which you need to report time. For our example, we entered two weeks. Once you select Continue you are provided a list of days for which you can report an absence by selecting from the list the number of hours and minutes to be applied to this leave.

After you have entered the intermittent time, select Continue to apply the absence(s) reported to the leave.



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You will receive a confirmation statement, similar to the one below, confirming that the absence(s) have been submitted and the hours reported.

If the intermittent absence(s) reported fall within your approved frequency and you are entitled to the time, the absence dates will be approved. However, if you have exceeded your approved frequency, a pop-up will notify that this absence is in excess of the frequency. You will be asked to recertify this absence and the absence will remain in a pended status. If you do not have time available to use during this timeframe, the absence(s) will show as denied. The intermittent absences show on both the Intermittent Summary page and the Month at a Glance page.



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Viewing Intermittent Time You can immediately view the intermittent time that has been reported. Follow the instructions below to view intermittent time either by viewing the Month at Glance page or the Intermittent Summary page. Month at a Glance First, navigate to the Month at a Glance page. Below is an example of how the reported dates (both approved and pended) will display on the Month at a Glance page. The dates shown in green are approved and the dates in yellow are pended and require recertification because they fall outside of the approved frequency.



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Month at a Glance displays all absences reported in the month specified. If you have absences reported for multiple leaves, all absences (both continuous and intermittent) will be reflected in the calendar. Hover over the absence for additional information, such as:

Leave Number – shows the leave number this absence was reported under.

Begin and End Dates of the Leave Leave Type – shows whether the leave is a continuous or

intermittent leave. Number of Hours – displays the number of hours reported

for this absence.



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Intermittent Summary You can also view a list of the absences reported under a specific intermittent leave by accessing the Intermittent Summary page. To navigate to the Intermittent Summary screen, select View Details from the Manage Leave page.



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Select Intermittent Summary.



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The Intermittent Summary page shows all the absences reported under this specific leave and the status of each absence.



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3.5 Entering a Temporary Address______________

A temporary address can be entered during the leave request process or after the leave has been initiated. This may be convenient if, for example, a leave is needed to care for a parent who lives in a different city or state and you prefer to receive the leave-related mail at the parent’s address. Updating the temporary address will only update the address for that specific leave; it will not override your permanent address nor will it display on the Participant Information page. Entering a temporary address when applying for a leave request: From the Welcome page, select Apply for Leave.



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On the Apply for Leave page, choose the reason for your leave from the list and select Continue. In this example, we chose Family Health (leave to care for a family member). Once the leave type has been chosen, select Continue.



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You are redirected to the application form. On the form, identify the secondary leave reason (such as care for parent, spouse, or dependent child); whether this leave is intermittent; the last day worked; estimated begin date; and estimated end date. Once the form has been completed, select Continue.



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The Leave Address Information page will display – select Update, edit the temporary address fields as appropriate and select Update again. This address will not display on the Participant Information since it applies to this specific leave only and not your entire record.



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Entering a temporary address after leave is initiated: From the Welcome page, select Manage Leave.



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Locate the leave for which you need to enter a temporary address and select View Details.

Select Update Leave Address.



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You will be redirected to the Leave Address Information page. To add a temporary address, select Update.

Selecting update will provide you with a blank form to complete with the temporary address.



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Once you have completed the form, select Update.

The updated address only applies to the specified leave and will not be reflected on the Participant Information page. This page will continue to display your permanent mailing address. See example below.