ADP Ev5 Cliff Notes Payroll_Using_eTIME_V10 Updated: 10.20.10 Page 1 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
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ADP Ev5 Cliff Notes
Payroll_Using_eTIME_V10 Updated: 10.20.10 Page 1 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:
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.
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
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
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.
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
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
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.
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.
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
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
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.