EMPLOYEE SELF SERVICE

Human Resources - Employee Self Service

Frequently Asked Questions
ADP System
Direct Deposit/ Pay Checks
Employee Self-Service
eTime
Payroll/Approval
Time Cards, Time Clocks/Time Stamp
Training
 

Q: What is "Shared Services"?
Shared Services is the consolidation and streamlining of the University System of Georgia's administrative support functions to ensure the most efficient and effective service delivery possible.


Q1: What does this mean for the USG?
CCGA and 33 other USG institutions will be supported by a Shared Services Center in Sandersville, Georgia. The Shared Services Center will:
• Provide a unified PeopleSoft Financials database that will support all 34 institutions.
• Provide a unified ADP Human Resources/Payroll database that will support all 34 institutions.
• Provide a unified billing service to collect insurance premiums for USG Retirees and COBRA participants.


Q2: What does this mean for CCGA?
Some of our administrative processes will change on August 8, 2009. The consolidation of services across the USG means that common practices and procedures for all institutions must be implemented. Some specific examples are

  • Paper paychecks will be mailed from ADP's central paycheck processing station in Alpharetta, GA. (Direct deposits will not change -- they will remain as they are today.)
  • Retirees and COBRA participants will no longer make payments for insurance coverage to AASU. Payments will be made to Shared Services/ADP.
  • The timing of payroll processing will become standardized because 34 institution payrolls must be processed at the same time.
  • Pay dates will be the same at every institution.
Q3: I am a bi-weekly paid hourly employee. What does this mean for me?
  • If You receive a paper paycheck, you will not be able to pick it up on campus. Paychecks will be mailed two days before payday from an ADP processing center in Alpharetta, GA. We cannot guarantee that they will arrive on payday. We bly recommend that all employees establish direct deposit for their paychecks. You can establish direct deposit of your paycheck through Employee Self Service at http://portal.adp.com. Please contact Human Resources at 912.279.5740 if you need assistance.
  • You will not have a paper timesheet; you will keep track of your hours on a computer. Campus Safety and Plant Operations will have time clocks.
  • Your online Self Service access for paycheck and benefits information will look different, and you will be issued a new user ID and password.

Q4: I am a monthly paid salaried employee. What does this mean for me?

  • Your pay date will still be the last working day of the month.
  • You will not submit a paper time off request for paid time off time taken. You will submit this information online.
  • Your online Self Service access for paycheck and benefits information will look different, and you will be issued a new user ID and password.
  • If You receive a paper paycheck, you will not be able to pick it up on campus. Paychecks will be mailed two days before payday from an ADP processing center in Alpharetta, GA. We cannot guarantee that they will arrive on payday. We bly recommend that all employees establish direct deposit for their paychecks. You can establish direct deposit of your paycheck through Employee Self Service at http://portal.adp.com. Please contact Human Resources at 912.279.5740 if you need assistance.

Q5: What is the ADP (Automated Data Processing) 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 time off time taken and run the payroll processes.



Q6: When will the new system be implemented?

The go-live date for our new ADP payroll system is August 8, 2009.
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Q7: 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:

  • Time & Attendance: Electronic timesheets that track and report absence/vacation time.
  • Payroll: ADP will provide and maintain our HR and Payroll Systems as well as issue payroll payments via direct deposit and paper checks (mailed from out of state).
  • Benefits: Through ADP, you will be able to manage your benefits and open enrollment information online.

Q8: When will training take place?

Information regarding registration for ADP Employee Self Service, as well as how to use electronic timesheets, is located on the College web page. You may contact Human Resources at 279-5740 if you need assistance or training.



Q9: Will checks still be processed at the College of Coastal Georgia?

Paychecks will be issued by ADP - not by the College of Coastal Georgia. 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.



Q10: How will I submit my time worked?

Paper time sheets will be replaced by electronic time sheets for non-exempt employees and paper time off sheets for exempt employees will be replaced by electronic time off 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 time off 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 time off time taken.



Q11: 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.



Q12: 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; however, please confirm your direct deposit routing account information is correct under the ADP employee self service site.



Q13: 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.



Q14: 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 College of Coastal Georgia.



Q15: 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, Human Resources will be available to help with your selection of benefits and assist with the new system.



Q16: Will I still get a check advice?

Employees will not receive a check advice. However, you can view a copy of your check advice on the self-service site.


 

Q17: What is E-Time?

E-TIME is an online process where you enter your time worked. For non-exempt (hourly paid) staff, after completing hours worked and time off taken, indicting which type of time off is taken, you approve it. This allows your supervisor to know that your timecard is ready for his/her approval. Students and casual labor will enter time in and time out.
Exempt (monthly paid) staff & faculty will only list time off taken and submit to their supervisor for approval.



Q18: What is the employee's role in E-Time?

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



Q19: Will I get a new employee ID number for E-Time?

Yes. This will be your new ADP employee ID.



Q20: Who needs to register for Employee Self Service?

All employees who are paid by College of Coastal Georgia will need to register for ADP Employee Self Service prior to getting paid. The ADP Employee Self Service portal will replace the current College of Coastal Georgia Employee self-service portal.



Q21: What services will the ADP Employee Self Service portal provide?
You will be able to:

  • View and update your personal information (address and contact information)
  • Edit or register for direct deposit
  • View your paycheck and tax with holdings
  • View your benefits online
  • View and edit your timecard

Q22: If the employee is a casual labor or student worker will they need to register in ADP Portal?

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



Q23: Do time clock users need to register for Employee Self Service?

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



Q24: Will Student Assistants need to register for Self Service?

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



Q25: Will my new ADP ID number, replace my existing ID number?

Yes- your new ADP ID number will replace your current PeopleSoft Employee ID.



Q26: 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.



Q27: Who approves time off requests?

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.



Q28: When are timecards due?
Biweekly, casual labor and student time cards will be due for supervisor approval no later than 12:00 Friday, the day the pay-period closes, and the approved timesheet are due to Payroll Services no later than 9:00 am on the Monday after the pay period closes.
The payroll date has not been determined yet for monthly exempt employees.
Please make certain to write down the payroll dates.



Q29: Can I approve time cards in the next pay period?

No - You can only approve timecards during the "Current Pay Period". You can approve timecards in “Previous Pay Period” only if the time has not been sent to Payroll for processing. After the timecard has been processed, you can only view your time card in the previous period. Furthermore, you can add time off to the next pay period and save your changes, but you cannot approve the next pay period.



Q30: How will students and casual labor employees punch in and punch out their time?

Students and casual labor employees will use eTime Enterprise to record their hours worked. See the USG Shared Services website under Instructions for Using eTime for Student Worker instructions.

Q31: Can students punch in and out multiple times during the day?

Yes - The eTime feature permits student workers and casual labor employees to punch in and out multiple times throughout a day.



Q32: What happens if someone punches in or out for someone else?

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



Q33: 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.



Q34: Where can casual labor employees and student workers punch in and out?

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



Q35: 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:

  • 10 minutes before scheduled in-punch rounds to shift start time
  • 5 minutes after scheduled in-punch rounds back to shift start time
  • 5 minutes before scheduled out-punch rounds to shift end time
  • 15 minutes after scheduled out-punch round back to shift end time
    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.

Q36: Who will utilize ADP time clocks?

Identified Plant Operations and University Police Departrment employees will utilize the ADP time clock to record their time worked.



Q37: How will benefited employees who utilize a time clock record their time off?

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



Q38: Can I set up a proxy to approve time off during my absence?

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



Q39: What happens if a time card is not submitted and approved?
The employee will not be paid.



Q40: 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 time off taken on the electronic time card. Monthly exempt employees will indicate the time off 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.



Q41: Who do I contact for questions and/or support?
Human Resources 279-5740
Payroll 279-5756



Q42: What if I do not have a bank account?

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



Q43: What if I choose not to get direct deposit?


  • Your pay check will be mailed from a different location to your home address; therefore there will be a delay in receiving these checks of potentially 3-4 days.
  • There is a Visa debit card that will be administered by ADP. This option will be rolled out once all of the details are in. You may Contact Payroll at 279-5756 for more information.

Q44: 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.



Q45: Who do I contact if I experience problems with the Java application?

If you have an eTime technical question, please contact IT at 279-5760 or email ComputerServices@ccga.edu



Q46: 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.



Q47: Will casual labor employees approve their own time?

Casual Labor employees 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.



Q48: 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.



Q49: Where can I learn more about eTime?
Training materials and quick reference guides are available on the College of Coastal Georgia Human Resources website. Manuals have been prepared for bi-weekly, monthly, casual labor, and student workers.http://www.ccga.edu/Faculty/HumanResources/ADP/
The online eTime manuals will instruct employees on how to record their hours worked, time off taken, request time off, and approve their own timecards.
Training materials will be updated frequently.
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Last modified: May 26, 2011