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ADP Frequently Asked Questions

We have received many questions on our conversion to ADP. We have limited information; however, we have provided responses based on the information we currently have. This list will continue to be expanded and updated. If you have an ADP question, please submit it to IT.ServiceDesk@darton.edu.

If you experience any technical difficulties, please refer to the troubleshooting page HERE or contact the OIT Help Desk at 317-6704.

Click on a question, and a response is provided.

ADP System

  1. Forgot User ID and Password Help
  2. Q: Will my new ADP ID number, replace my existing ID number?
  3. Q: Who do I contact if I experience any technical problems?
  4. Q: What is parallel testing?
  5. Q: What is the ADP Project?
  6. Q: When will the new system be implemented?
  7. Q: What will change with the new ADP system?
  8. Q: What is a CORE USER?
  9. Q: Who are the CORE USERS?
  10. Q: Who do I contact for questions and/or support?
  11. Q: Will the new ADP system affect COBRA?
  12. Q: Will the new ADP system affect retiree billing?
  13. Q: Will ADP affect benefits open enrollment?

Direct Deposit/ Pay Checks

  1. Q: Will checks still be processed at Darton?
  2. Q: If I do not have direct deposit, how long will it take to get my check?
  3. Q: How do I sign up for direct deposit?
  4. Q: What if I do not have a bank account?
  5. Q: What if I already have direct deposit?
  6. Q: What if I choose not to get direct deposit?
  7. Q: Why is there a strong push for direct deposit?
  8. Q: Will I still get a check advice?
  9. Q: If I choose a paper check, where will I be able to cash it locally?
  10. Q: What do I do if my paycheck is incorrect?

Employee Self-Service

  1. Q: Who needs to register for Employee Self Services?
  2. Q: What services will the ADP Employee Self Service portal provide?
  3. Q: If the employee is a timestamp employee (casual labor and student workers) will they need to register in ADP Portal?
  4. Q: Do time clock users need to register for Employee Self Service?

eTime

  1. Q: What is E-Time?
  2. Q: What is the employee's role in E-Time?
  3. Q: Will I get a new employee ID number for E-Time?
  4. Q: Where can I learn more about eTime?
  5. Q; Will face-to-face eTime training sessions be offered?
  6. Adding eTime after Netsecure 8.0 Upgrade

Payroll/Approval

  1. Q: Will student workers approve their own time?
  2. Q: Will casual labor employees approve their own time?
  3. Q: When can I approve my time card?

Time Cards

  1. Q: How often do I need to review my time card?
  2. Q: Who approves leave?
  3. Q: When are timecards due?
  4. Q: Can I approve time cards in the next pay period?
  5. Q: Can I set up a proxy to approve leave during my absence?
  6. Q: What happens if a time card is not submitted and approved?
  7. Q: How will I submit my time worked?
  8. Q: What is the employee Time Entry Process (Hourly Employee)?
  9. Q: What is the employee Time Entry Process (Salaried Employee)?
  10. Q: How do I verify employee’s timecard information is correct?
  11. Q: How do I convert employee's OT to Comp time?
  12. Q: What if I do not turn in my time sheet or it is late?

Time Clocks/Time Stamp

  1. Q: Do benefitted administrative secretaries need to punch in-or-out?
  2. Q: How will students and casual labor employees punch in and punch out their time?
  3. Q: Can students punch in and out multiple times during the day?
  4. Q: What happens if someone punches in or out for someone else?
  5. Q: What if my employee or student worker failed to punch in or out?
  6. Q: Where can casual labor employees and student workers punch in and out?
  7. Q: What if I do not have a computer station for my students or casual labor employees to use to punch in and out?
  8. Q: Are there grace periods for punching in and out?
  9. Q: Who will utilize ADP time clocks?
  10. Q: How will benefited employees who utilize a time clock record their leave?
  11. Q: Will employees need to clock in and out for lunch meals?
  12. Q: How will student workers who are working at a conference or away from campus clock in?
  13. Q: I do not see a place on my time card to put in conferences or training that I attended. What do I do?

 

Q: What is the ADP Project?

The University System of Georgia has contracted with ADP to implement a new Enterprise Human Resources System and a Time & Labor System to provide all its employees greater access to managing their personal information, reviewing select benefits, record time entries to log time worked and leave time taken and run the payroll processes.

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Q: When will the new system be implemented?

August 8, 2009.

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Q: What will change with the new ADP system?

The new service will provide secure Internet access to a variety of tools that will enable you to take control of your personal and financial matters, including:

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Q: What is a CORE USER?

A CORE USER is a leader in the ADP project and will be responsible for training the campus on the many aspects of ADP system.

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Q: Who are the CORE USERS?

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Q: Who do I contact for questions and/or support?

Pam Coston, Payroll Services 317-6714 or pam.coston@darton.edu
Technical Support: OIT Helpdesk 317-6704 or IT.ServiceDesk@darton.edu

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Q: Will checks still be processed at Darton?

Paychecks will be issued by ADP – not by Darton College. Keep in mind that paper checks will be mailed to individuals on payday and may be delayed due to weekend delivery, holidays, and regular U.S. mail.

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Q: How will I submit my time worked?

Paper time sheets will be replaced by electronic time sheets for non-exempt employees and paper leave sheets for exempt employees will be replaced by electronic leave sheets. With the new system, employees will key online their time worked/taken off, with supervisor approval. Supervisors, who now sign a paper time sheet or leave report, will approve the electronic form on line. This will be applicable to all types of employee groups: Student employees, bi-weekly paid employees, and monthly paid faculty and staff employees. However, those paid monthly will only key in their leave time taken. Keep in mind, a couple of departments on campus will still clock in/out of work.

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Q: If I do not have direct deposit, how long will it take to get my check?

Checks will be mailed from an ADP processing center. Paychecks will be mailed from a different location to an employee’s home address; there will be a delay in receiving these checks of potentially 3-4 days. Thus, to ensure that all employees are paid on a timely basis, please encourage everyone in your department to change now to direct deposit, if possible.

We are strongly encouraging all employees, to sign up for direct deposit, because paper paychecks will no longer be distributed on site.

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Q: How do I sign up for direct deposit?

Payroll personnel will be available to assist you with this procedure in K Building Room 209.

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Q: What if I do not have a bank account?

You can go to a bank of your choice and request a bank account.

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Q: What if I already have direct deposit?

If you already have direct deposit you will not have to make any changes. Your direct deposit information will be transferred to the new ADP system.

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Q: What if I choose not to get direct deposit?

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Q: Why is there a strong push for direct deposit?

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Q: Will the new ADP system affect COBRA?

ADP will handle all COBRA activities. Participants will no longer be able to make these payments with a credit card or via cash at the Benefits Office on campus.

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Q: Will the new ADP system affect retiree billing?

ADP will collect all retiree benefit payments. Participants will no longer be able to make these payments at Darton College, including the Benefit Office or the Cashier’s Office. (We will soon be notifying our retirees of this same information in a separate communication.)

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Q: Will ADP affect benefits open enrollment?

Open enrollment this fall will be completed and submitted to ADP electronically. ADP will send employees a confirmation of their benefit changes. As always, Payroll Services will be available to help with your selection of benefits and assist with the new system. We have not seen the time schedules for submitting time sheets and leave sheets, but they are sure to have strict deadlines for submission as 32 schools will have their paychecks run simultaneously.

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Q: Will I still get a check advice?

Through the payroll system, employees will not receive a check advice. However, you can view a copy of your check advice on s GSU’ self-service site.

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Q: If I choose a paper check, where will I be able to cash it locally?

Checks will be on a Bank of America account. There will be a fee for cashing your pay check. Yet another reason to consider direct deposit.

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Q: What is E-Time?

E-TIME is an online process where you enter your time worked. For non-exempt (hourly) staff, you enter your in and out times for each day you work or the number of hours you take time off (sick, vacation, jury duty, etc.). For exempt (salaried) staff, you enter only full 8-hour “absent” leave, indicating the type of leave. After completing hours worked and leave taken, you approve it. This allows your supervisor to know that your timecard is ready for his/her approval.

**An E-Time policy is forth coming**

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Q: What is the employee's role in E-Time?

Employees will be responsible for logging in their time worked and leave taken directly into the E-Time System and submit it to their manager or authorized approver. No more paper time cards or leave request forms.

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Q: Will I get a new employee ID number for E-Time?

Yes. You can look up your ID number in Employee Self Service

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Q: What is the employee Time Entry Process (Hourly Employee)?

Enter worked daily into E-Time. Leave time will also be recorded in E-Time.

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Q: What is the employee Time Entry Process (Salaried Employee)?

Enter exception time only (Vacation/Sick Leave).

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Q: How do I verify employee’s timecard information is correct?

Working on a response to this question.

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Q: How do I convert employee's OT to Comp time?

Working on a response to this question.

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Q: What if I do not turn in my time sheet or it is late?

Working on a response to this question.

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Q: What do I do if my paycheck is incorrect?

Working on a response to this question.

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Q: Who needs to register for Employee Self Service?

All employees who are paid by Darton College will need to register for ADP Employee Self Service prior to getting paid. Instructions are available under the training link on the ADP website HERE. The ADP Employee Self Service portal will replace the current Darton self-service portal.

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Q: What services will the ADP Employee Self Service portal provide?

You will be able to:

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Q: If the employee is a timestamp employee (student workers) will they need to register in ADP Portal?

Yes, ADP Portal is the employee's entrance into the self-service utility.

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Q: Do time clock users need to register for Employee Self Service?

Yes, ADP Portal is the employee's entrance into the self-service utility.

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Q: Will my new ADP ID number, replace my existing ID number?

Yes- your new ADP ID number will replace your current PeopleSoft Employee ID. You can look up your new ADP ID number in Employee Self Service.

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Q: Do benefitted administrative secretaries need to punch in-or-out?

No. Benefitted Bi-weekly and monthly employees will utilize the eTime Time Cards.

Benefitted biweekly employees will indicate the time that they have worked and leave taken on the electronic time card. Monthly exempt employees will indicate the leave that they have taken on their electronic time card.

This procedure is the similar to what exempt and non-exempt employees are currently practicing; however, now the information will be recorded electronically and approved electronically.

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Q: How often do I need to review my time card?

There is not a set date that you need to review your time card. However, you will want to keep your timecard updated and current. This practice makes it easier for you to approve at the end of the pay period.

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Q: Who approves leave?

Approvers have been selected within each unit to approve their employee’s time. It is still the responsibility of non-exempt and exempt employees to approve their own time card prior to their supervisor’s approval.

If an employee’s time card is not approved, the employee will not be paid!

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Q: When are timecards due?

Biweekly, casual labor and student time cards will be due at 9:00am on the Monday after the pay period closes.

The payroll date has not been determined yet for monthly exempt employees.

The Payroll Services Office will communicate all payroll dates to the campus.

Please make certain to write down the payroll dates. If you fail to approve and submit your employee’s time cards, they will not be paid!

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Q: Can I approve time cards in the next pay period?

No- You can only approve timecards during the “Current Pay Period”. You can only view your time card in the previous period. Furthermore, you can add leave to the next pay period and save your changes, but you cannot approve the next pay period.

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Q: How will students and casual labor employees punch in and punch out their time.

Students employees will utilize a Time Stamp (an ADP feature to record time worked). Students will be prompted to enter their User ID and password, and then simply click a “Record Your Time” button.

The IT department will work closely with departments on campus to identify computer stations that will be used by students and to punch in and out.

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Q: Can students punch in and out multiple times during the day?

Yes- The timestamp feature permits employees to punch in and out multiple times throughout a day.

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Q: What happens if someone punches in or out for someone else?

Both parties will be terminated. This is falsification of identity.

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Q: What if my employee or student worker failed to punch in or out?

The approver needs to discuss this issue with the employee and address the importance of punching in and out.

Additionally, the approver may go into the employee’s timecard to reconcile their time.

If an employee continuously fails to punch in and out, the supervisor needs to counsel the employee.

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Q: Where can casual labor employees and student workers punch in and out?

The IT department will work closely with departments on campus to identify computer stations that will be used by students and casual labor employees to punch in and out.

An approver needs to share their expectations on which computer station their employees should use to punch in and out.

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Q: What if I do not have a computer station for my students or casual labor employees to use?

The IT department will work closely with your department to identify computer stations that are located near your office or a computer station may be provided to your unit.

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Q: Are there grace periods for punching in and out?

Yes- A person will not be paid for unapproved time worked if he/she has punched in prior to the official grace period of 15 minutes. eTime uses Change Points which means the rounding rules change based on time before or after shift start. Change Points are the following:

Please note: Grace periods only apply to employees on a schedule. Since students are not placed on a schedule in eTime, the system will simply record their time worked.

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Q: Who will utilize ADP time clocks?

Identified Physical Plant and Public Safety employees will utilize the ADP time clock to record their time worked.

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Q: How will benefited employees who utilize a time clock record their leave?

Benefitted employees who utilize a time clock will submit their leave request in the same format that they currently use to their supervisor. If the leave is approved, the supervisor/approver will go into the employee’s time card to add their leave.

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Q: Can I set up a proxy to approve leave during my absence?

Yes- the eTime system does permit an approver to set another individual as an approver during their absence.

The guidelines and policies of setting up a proxy have not been clearly defined- additional information will follow.

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Q: Will employees need to clock in and out for lunch meals?

The Institution encourages all employees to have a meal period of sixty (60) minutes. All meal periods of thirty (30) minutes or longer are non- compensable.

Employees should clock in and out for lunch.

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Q: What happens if a time card is not submitted and approved?

The employee will not be paid.

Disciplinary action will be taken if an employee or approver continuously fails to approve their timecard.

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Q: Who do I contact if I experience any technical problems?

If you have an ADP or eTime technical question, please contact the OIT Help Desk at 317-6704.

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Q: What is parallel testing?

Parallel testing is the simultaneous\dual use of both applications (PeopleSoft and ADP) and methods of time keeping (paper time sheets & ADP e-Time). During the parallel testing phase Darton College employees will be able to reconcile, test, troubleshoot and resolve any potential problems within the new ADP system prior to our final conversion.

During the parallel testing phase, paychecks will be originated from the current PeopleSoft system.

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Q: How will student workers who are working at a conference or away from campus clock in?

Their approver can enter the hours that they have worked into the employee’s timecard.

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Q: Will student workers approve their own time?

Students will punch in and out for the hours they have worked. Their supervisor will approve their hours worked. In addition, their supervisor will be able to reconcile their employee’s time cards.

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Q: Will casual labor employees approve their own time?

Casual Labor employees enter the hours they have worked. Their supervisor will approve their hours worked. In addition, their supervisor will be able to reconcile their employee’s time cards.

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Q: When can I approve my time card?

You can only approve your time in the current pay period.

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Q: I do not see a place on my time card to put in conferences or training that I attended. What do I do?

If you are a monthly or bi-weekly benefitted employee, you consider attending training/conferences for work as Hours Worked. At this time, there is not a Pay Code for training and conferences.

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Q: Where can I learn more about eTime?

Training materials and quick reference guides are available on the Darton College ADP website. Manuals have been prepared for bi-weekly, monthly, casual labor, and student workers. Enter Darton's Information.

The online eTime manuals will instruct employees on how to record their hours worked, leave taken, request leave, and approve their own timecards. Training materials will be updated frequently.

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Q: Will face-to-face eTime training sessions be offered?

If employees still feel the need for further training, a few face-to-face eTime training sessions will be offered. These training sessions will cover the same information that is covered in the online training materials; however, this is an opportunity for employees or departments to ask questions and to feel more comfortable with the eTime system.

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If you experience any technical difficulties, please refer to the troubleshooting page HERE or contact the OIT Help Desk at 317-6704.