how to process payroll (using ev5, etime – import) · pdf fileadp ev5 cliff notes...

ADP Ev5 Cliff Notes

Payroll_Using_eTIME_V10 Updated: 10.20.10 of 40

How to Process Payroll (Using Ev5, eTIME – Import)

This cliff note is used when you are importing an External Pay Data Input (EPIP) file - for hourly (non-exempt) biometric time clock or PC based eTIME.

Exceptions to the process are located at the END of this document for your reference.

1. Click Payroll function group and make the following selections: Payroll Cycle ~ Step 1: Start New Payroll Cycle ~ Pay Cycle Settings

2. Enter your Pay Group and Type as noted in the following:

3. Click OK - The Dates panel appears.

Figure 1 – Payroll Cycle Settings View

GENCO – ADP Ev5 Cliff Notes -- Payroll_V9 -- Updated: 05.11.10 -- of 40

4. Click the Scheduled button. A list of pay periods will appear

5. Select Year [insert current year], Wk Number - Notify Corporate Payroll Manager of any changes to a scheduled payroll or if you want to create an unscheduled payroll cycle.

Review Pay Group/Group Name/Type/Year/Week

6. Click Save and close the panel by clicking on the Red

Figure 2 – Dates Panel

7. Click the Deduction Calculation Settings (be sure to click on the Button)

8. Enter Pay Group, Type, Autolink Payroll Run Year, Week, Autolink Payroll Number

9. Click OK - The Add Deduction Calculation panel will appear.

Figure 3 – Add Deduction Calculation View


10. Select (Re)Calculate All radio button

11. Save

12. Close Deduction Calculation Settings by clicking on the Red

Figure 4 – Deduction Calculation Settings Panel

13. Go to Enterprise eTIME https://eetime31.adp.com/ib4e/logon using Internet Explorer

Figure 5 – Enterprise eTIME Internet Web Address View

14. Log into Enterprise eTIME

Figure 6 – Log On View

https://eetime31.adp.com/ib4e/logon


15. Click on Timekeeping ~ Pay Period Close QuickNav

Figure 7 – Pay Period Close View

16. Select your pay group query in the Show field

17. Sort on Manager Approval column to view a “1” in each columna) If there is not a “1” present in the column, then seek manager to approve timecards

Figure 7 – Manager Approval View


18. Highlight all employees using Actions/Select All

19. Select Approvals ~ Sign Off ~ Refresh

Figure 8 – Approvals/Sign Off View

20. Click on Timekeeping ~ Pay Period Close QuickNav

21. Select your pay group query in the Show field

22. Select Actions, Select All to highlight all employees in the group you need to include in the report

23. Select Reports (the black text Reports)

Figure 9 – Reports View


24. Select All

25. Select Detail QuickNav ~ Employee Hours by Labor Account

26. Click Run Report and save to local desktop

Figure 10 – Run Reports View

27. Select General Menu ~ Actions ~ Payroll Export

Figures 11 and 12 – General Menu and Payroll Export View


28. Enter Co Code & Select Previous radio button

29. Leave the start/end dates empty

30. Select Run Export

31. Wait for an email in your eTIME Inbox that states your export is complete

Figures 13 and 14 – General Menu and Inbox View

32. Exit Enterprise eTIME by clicking

33. Exit Internet Explorer by clicking the Red


34. Click Payroll function group and make the following selections: Payroll Cycle ~ Step 2: Enter Pay Period Information ~ Import Pay Information

35. Enter Pay Group

36. Click OK - The Import Pay Information Panel appears.

37. Select CSV files radio button

38. Click Load File. The Pay File Load box will appear.

Figure 15 – Import Pay Information Panel

39. Select your pay group file by double clicking (prxxxepi.csv) (xxx = pay group)

Figure 16 – Pay File Load Box


40. The Batch Process Request box will appear

41. Click OK

42. Click Red to close Import Pay Information Panel

Figure 17 – Batch Process Request Box

43. Click on the Process Monitor Icon (looks like an hour glass)

44. Watch for Success under status

45. Wait for Success status (use the refresh button to refresh status)

46. Double Click on detail next to your report

Figure 18 – Process Monitor Box


47. Status Information box a) Number of Errors: should be 0b) Number of Warnings: should be 0c) Batches Imported: should be 1d) Number of Pay data transactions imported: should equal number of teammates on punch

detail reportTO VIEW WARNINGS & ERROR MESSAGES:

a) Go to Reports Outputsb) Change the extension to .LOGc) Double click on the reportd) Read all errors and warningse) Warnings that are OK – proceed if warnings are:

a. “Warning: Regular Hours value is zero”b. “Warning: Due to existing entries, this transaction was saved at entry level

two”f) Errors are NOT okay and need to be addressed. Errors may mean that your file

numbers do not match. If you are unsure how to correct, STOP. Contact a mentor to assist you prior to proceeding.

48. Select “Return” – which returns you to the Process Monitor Panel

49. Close Monitor Processes Box

Figure 19 – Process Detail Panel


50. Select Enter Pay Information Panel

51. Enter Pay Group

52. Click OK

Figure 21 – Enter Pay Information View

53. Select your batch(s) with a checkmark

54. Click on the Totals button

Figure 22 – Batch Maintenance Panel


55. Verify totals and enter into control fields to balance (DO NOT USE AUTO BALANCE)

56. Click Save

Figure 23 – Hours/Earnings Panel

EXCEPTION ONLY SITUATION: If and only if you need to MODIFY A BATCH to ADJUST HOURS/EARNINGS from previous pay periods or for adjusting deductions.: See Exception section of this document

EXCEPTION ONLY SITUATION: If and only if you need to DELETE A BATCH: See Exception section of this document

EXCEPTION ONLY SITUATION: If and only if you need ADJUST HOURS from previous pay periods or for adjusting deductions: See Exception section of this document

EXCEPTION ONLY SITUATION: If and only if you need to ADD or DELETE a TEAMMATE from the batch: See Exception section of this document


57. Click Payroll function group and make the following selections: Payroll Cycle ~ Step 4: Process/Review Deductions ~ Calculate Deductions

58. Go to Calculate Deductions Panel

59. Enter Pay Group, Type (P), Autolink Payroll Run Year, Wk Number, Autolink Payroll Number

Figure 24 – Calculate Deductions View

60. Select Auto-Confirm When No Errors by checking the box

61. Click the Calculate Deductions button, Batch Process Request Box will appear

62. Click OK

Figure 25 – Calculate Deductions Panel


63. Click the Process Monitor button to check the status of alpdrun

64. Wait for a Success under status

65. Double Click on detail grey box to view your report, the Status Information Box will appear

Figure 26 – Process Monitor Box


66. Week Number: should be current pay week

67. Payroll Number: should be 1

68. Pay Group: should be your pay group (xxx)

69. Status: Successful Completion a) Errors are NOT okay and need to be addressed. If you are unsure how to correct,

STOP. Contact a mentor to assist you prior to proceeding.

70. Click the Close button.

71. Close the Process Monitor box.

Figure 27 – Status Information Box


72. Click Payroll function group and make the following selections: Payroll Cycle ~ Step 4: Process/Review Deductions ~ Review Calculated Deductions

73. Go to Review Calculated Deductions Panel

74. Enter Pay Group, Autolink Payroll Run Year, Week Number

75. Click OK

76. Look at all Active Teammate’s Status Columns: should read Confirmed

All entries in the pay status column should read Confirmed. If not, then there is a problem. Either the "Auto Confirm When No Errors” box was not checked or there are errors that need to be fixed. If there are errors, "Calculate Deductions" needs to be done again after the errors are fixed. If all entries read "Calculated", then "Calculate Deductions" needs to be done again making sure the "Auto Confirm When No Errors" box is checked.

77. Close out of the dialogue box

Figure 28 – Review Calculated Deductions View

EXCEPTION ONLY SITUATION: If and only if you need to UNCALCULATE DEDUCTIONS if you had to reject your payroll and need to calculate your deductions after fixing your errors: See Exception section of this document.


78. Click Payroll function group and make the following selections: Payroll Cycle ~ Step 7: Process Payroll ~ Create ADP Payroll File

FYI: Create ADP Payroll file – aka: Prepare for Transmission or PFT

79. Click OK

Figure 29 – Create ADP Payroll File View

80. Click Run Prepare for Transmission

Figure 30 – Prepare for Transmission Panel

81. Click OK to the Batch Process Request message

82. Open the Process Monitor and confirm that the PFT process has a status of Success


83. Click Payroll function group and make the following selections: Payroll Cycle ~ Step 5: Run Reports and Verify Payroll Input ~ Pay Data Summary Report (ALPAY001)

Shows summary information on pay data transactions for a selected pay group, with hours and earnings subtotal for each batch.

84. Double Click on Pay Data Summary Report (ALPAY001)

85. This Report should Auto Load, if it does not, Enter Pay Group, Type and select OK

86. Enter Pay Group in the Name Field

87. Click on Run Report

Figure 31 – Pay Data Summary Panel

88. Click OK on the Run Process Submission Box

Figure 32 – Run Process Submission Box


89. Click on Process Monitor . Wait for a Success under status90. Close the Process Monitor.

Figure 33 – Process Monitor Panel


91. Go to Reports Output

92. Highlight the report from the Report Outputs box

93. Double click on the report, the File Viewer box will appear.

Figure 34 – Reports Output View

94. Review and/or print the report

95. Close the File Viewer box.

Figure 35 – File Viewer Box


The Employee Changes report (ALPAY016) automatically runs at the end of the Create ADP Payroll File process. It lists all teammate changes that have been entered since the previous pay period. You should always review this report for accuracy before submitting payroll.

96. Click the Report Outputs button

97. The Look in field should be set to User Directory.

98. Verify that the File with extension field is lis.

99. Double-click alpay016_22.lis.

100. Review the Employee Change Report for errors

101. Close the Employee Change Report and the Report Outputs windows

Figure 36 – File Viewer Box


102. Click Payroll function group and make the following selections: Payroll Cycle ~ Step 7: Process Payroll ~ Transmit ADP Payroll File

103. Enter Pay Group, Type (P)

104. Click OK

105. Type GNCO in the Password field

106. Check the Generated by PFT (.PAY, .CCD) checkbox defaults selected. This will send your .pay file to AutoPay

107. Click the Save button.

108. Close the Transmit Files Panel by clicking Red

Figure 37 – Transmit Files Panel


109. Open the Process Monitor

110. Confirm that the CommRqst process has a status of Success

111. Close the Process Monitor

112. Go to ADP Payroll Quick View www.quickview.adp.com using Internet Explorer

Figure 38 – QuickView Internet Explorer View

113. Log into QuickView


http://www.quickview.adp.com/


114. The available reports are displayed on the home page

115. Select a set of reports by using the Filter fields to locate the report

116. Click in the Company filter field and select XXX

117. Click in the Week filter field and select XX

118. Click the Filter button, available payroll processing will appear

119. Click Payroll Processing, available reports will appear

Figure 40 – View Reports View

120. View the following reportsa) PRV Payroll Registerb) PRV Personnel Change Report

Figure 41 – View Collated Set View


121. After confirming payroll is correct, Click or close the browser

122. Restore ADP Enterprise HR Payroll Screen or login again

123. Click Payroll function group and make the following selections: Payroll Cycle ~ Step 8: Review/Process Payroll Results ~ QuickView

124. Select either the Accept or Reject checkbox

125. Enter the communications password in the Password field and press TAB

126. Click Transmit Response(s)

127. Click on Process Monitor . Wait for a Success next to the CommReq under status

128. Close the Process Monitor.

*****If you need to reject your payroll, contact your payroll administrator*****

Figure 42 – QuickView Panel

If you accepted the payroll, AutoPay finishes processing your payroll.

If you rejected the payroll, AutoPay clears your payroll. Your cycle returns to its status prior to creating the payroll file. (The batches you have created are available for modification; you do not need to import and/or upload your batches again). After making changes it is necessary to unconfirm and reconfirm deductions. You will need to repeat the steps to Create ADP Payroll File and Transmit ADP Payroll File to retransmit it to ADP. You should allow 15-20 minutes after the rejection is received before resubmitting a new payroll.


129. Go to ADP Pay www.ireports.adp.com using Internet Explorer

Figure 43 – iReports Internet Explorer View

130. Log into iReports, Reports page will appear


http://www.ireports.adp.com/


131. Click Payroll Processing for the appropriate week

Figure 45 – iReports View

132. Click on the box to the left of Report Name to select ALL Reports for that week

133. Click Add to Basket, a message box will appear

Figure 46 – Report Set View


134. Click OK, same screen will appear

Figure 47 – Message Box

135. Click on View Basket, Reports in basket will appear

Figure 48 – Report Set View

136. Click on Zip Download

Figure 49 – View Basket


137. Click on Proceed

Figure 50 – Zip Download Window

Figure 51 – Zip Download Window while processing


138. If error message pops up, Right Click

139. Select Download File, the File Download box will appear

Figure 52 – Zip Download Window with security pop up

Figure 53 – Zip Download Window with Download File

140. Click Save

Figure 54 – File Download Box


141. Name the File “Year – Week Number – Company Code”

Figure 55 – Save As View

142. Print the necessary reports for the facility payroll file

PAYROLL IS NOW COMPLETE!


Reports that can be run via Step #5: Run Reports and Verify Payroll

• Special Entries/Balance Adjustments Report (ALPAY02A)

• Manual Check Detail Report (ALPAY003)

• Automatic Pay Cancellations Report (ALPAY005)

• Active Hourly Employees without Hours Report (ALPAY010)

• Inactive Employees with Paydata Report (ALPAY011)Additional reports may have been set up for you in ADP Processing.

Extra Information

The Following types of files may be sent to or received from AutoPay: Files sent to AutoPay Files received for AutoPay.pay – contains new hire information, teammate level changes, and pay data entry batches.

.det – contains check detail information for the current period

.wgu – contains payee information for WGPS. .ytd – contains year to date accumulations for taxes, deductions, & earnings.

.pun – contains punch detail information from an eTIME system.

.dba – contains masterfile information from Auto Pay.

.ccd – (Company Control Details file) contains statistical information for regional reporting and billing.

.ye2 – Year end file that contains file numbers for reuse. .ess – Event Scheduling System file that contains the pay period begin and end dates and check dates. GLI - General Ledger Interface file.MR – Management Report files.


EXCEPTION ONLY SITUATION: If and only if you need to VIEW or MODIFY CYCLE STATUS

a. Click Payroll function group and make the following selections: Payroll Cycle ~ Step 6: View or Modify Cycle Status ~ Modify Cycle Status

Contact your payroll administrator for assistance

The Modify Cycle Status panel can be used to reset or advance the payroll cycle. For example, if you run Prepare for Transmission and then need to enter more pay data, you could reset the payroll cycle back to the Data Entry/Transmittal Done step. You would then need to rerun Prepare for Transmission and transmit the resulting files to AutoPay. _____________________________________________________________________Note: Before you change your status back to Data Entry mode, you need to work with your ADP Solution Center consultant.

b. Enter Pay Group and Type (P)

c. Click OK. The Cycle Status panel appears. The last step competed is Transmit Files requested. The next step in a normal cycle would be Transmit Files done.

d. Select Transmit Files done in the Change State To field.

e. Click Save. Cycle Status Change box appears.

f. Click Yes to respond to the message.

g. Close the panel.


EXCEPTION ONLY SITUATION: If and only if you need to DELETE A BATCHa. Click Payroll function group and make the following selections:

Payroll Cycle ~ Step 2: Enter Pay Period Information ~ Enter Pay Informationb. Enter Pay Group if search screen pops upc. Put a check mark in the box next to the batch you would like to delete

d. Select Delete a Row

e. SAVE


EXCEPTION ONLY SITUATION: If and only if you need to ADJUST HOURS/EARNINGS from previous pay periods or for adjusting deductions.

a. Click Payroll function group and make the following selections: Payroll Cycle ~ Step 2: Modify Pay Period Information ~ Modify Pay Information

a. Enter Pay Group

b. Click OK

c. Select a teammate by highlighting and double clicking


d. Enter any necessary changes to Hours/Earnings on this panel

e. Enter any necessary deduction adjustments on this panel as instructed by corporate

f. Double click on next teammate that may need adjustments

g. If no other teammate needs changes made, Click the Red


EXCEPTION ONLY SITUATION: If and only if you need to ADD or DELETE a TEAMMATE from the batch

a. Click Payroll function group and make the following selections: Payroll Cycle ~ Step 2: Modify Pay Period Information ~ Add or Delete Employees from a Batch

a. Enter Pay Group if search screen pops up

b. Select Insert a Row to add a teammate

c. Use looking glass (pop up window) to select teammate

d. To Delete a Teammate: put a check mark in the box of teammate you would like to Delete

e. Select Delete a Row

f. SAVE


g. If you modify hours worked, you MUST go back and rebalance hours

h. Go to Enter Pay Information

i. Enter Pay Group

j. Click OK

k. Select your batch(s) with a checkmark

l. Click on the “Totals” Button


m. Verify totals and enter into control fields to balance (Use your Punch Detail Report from your timekeeping system) (DO NOT USE AUTO BALANCE)

n. Click Save


EXCEPTION ONLY SITUATION: If and only if you need to UNCALCULATE DEDUCTIONS if you had to reject your payroll and need to calculate your deductions after fixing your errors: See Exception section of this document

Please note: If you make a change to a deduction after you complete the step of Calculate Deduction, you must redo that step. Before you can rerun Calculate Deduction, you must first “Unconfirm Deductions”.

a. Click Payroll function group and make the following selections: Payroll Cycle ~ Step 4: Process Review Deductions ~ Unconfirm Deductions

b. Click the Unconfirm Deductions button

c. This box will come up, click ok.

d. Click on the Process Monitor. Wait for Success under status for the alpdcunc

e. Close the Process Monitor. Go back to # 55 to Calculate Deduction.

how to process payroll (using ev5, etime – import) · pdf fileadp ev5 cliff notes...

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