Important: If you are using ADP Workforce Now 2.01, you must use the New Hire Wizard to add employees, regardless of whether the employee is paid through the Payroll module. From the Staffing (or Recruiting & Staffing) menu, select Hire Employee to access the New Hire Wizard.   

Note: If you have employee data stored in another application, such as a human resources application, payroll system, or spreadsheet, you can quickly add your employees to the Time & Attendance module by performing an import.

The instructions below describe how to manually add an employee to your Time & Attendance module database using a blank record containing no data. You can also manually add an employee to by copying an existing employee's record. Using the copy method saves time and increases accuracy by eliminating the need to re-enter common data.

To add an employee using a blank record:

1. From the Time & Attendance menu, select Maintenance.

   Note: If the Maintenance option is not visible, make sure that you have selected Practitioner in the Role Selector.

2. Under the Employee heading on the Maintenance page, click the Employee Positions (or Employees) link.

3. On the right side of the page, select Add New Employee from the Actions drop down list.

4. In the Employee ID field, enter the employee's ID.The employee ID is a unique identifier assigned to each employee by your company. The ID can be a maximum of 25 characters. The characters can be any combination of numbers, uppercase letters, and lowercase letters. ADP recommends that you do not use government-provided identification numbers (such as social security numbers) for the employee ID. This is a required field.

   Tip: A red arrow () next to a field indicates you are required to enter data in that field. If two or more fields each have an orange arrow () next to them, you must enter information in at least one of the fields. Fields with no arrow are optional.

5. In the First Name and Last Name fields, enter the employee's first and last names. These are required fields.

6. Click the Change link next to the Unique National Identifier field, select the appropriate type of identifier, enter and confirm the identifier value, and click Done. This field is required for some companies.

   Notes:
   If an employee has applied for, but not yet received, a US Social Security Number, select US Social Security Number (SSN) and click the Applied For check box. The system will generate a temporary unique identifier for the employee.
   
   If the employee does not have a US Social Security Number, a US Individual Tax Identifier Number, or a US Employer Identification Number and has not applied for a Social Security Number, select ADP Generated Identifier. The application will generate an identifier for the employee.

7. In the Access Role field, click the button and then select the appropriate access role.The access role specifies which areas of the application the user can access and the tasks the user can perform. For example, the Admin access role allows the user to access the administrative tasks available to practitioners. This is a required field.

8. If the employee reports to a supervisor, click the button next to the Supervisor field, and then select the employee's supervisor.

9. Click the button next to the Pay Group field to open the Pay Group Lookup window, and then select the appropriate pay group.An employee’s pay group assignment determines the employee’s pay cycle and time-entry type, as well as the time calculation program, holiday program, benefit program, attendance program, time generation program, and wage rate program used by ezLaborManager when calculating the employee’s time and accruals. This is a required field.

   Notes:
   The Pay Group Lookup window displays all of your company's active pay groups. If desired, you can also view your company's inactive pay groups. An inactive pay group is one that has no active employees assigned to it. (This type of pay group is often the result of a set of employees being moved to a different pay cycle.) As a practitioner, you cannot change an inactive pay group's status to active. You can only view your company's inactive pay groups for informational purposes.
   
   To view your company's inactive pay groups, select the Include Inactive Pay Groups check box in the Pay Group Lookup window, and then click the button. Each inactive pay group will NOT have a check mark in the Active column.

10. In the Badge field, enter the employee's badge number.The badge number appears on an employee’s badge. When a clocking employee uses the badge to clock out at a timeclock, the badge number identifies the employee to the clocking system.

    Notes:
    This field is required only if the employee is a clocking employee. However, you can enter a badge number, if needed, even if the employee is not a clocking employee.

11. If your company pays premiums for certain shifts, click the button next to the Shift Rule field, and then select the employee's shift rule.A shift rule determines the days and times of an employee's normal shift or shifts and is generally defined only for employees who earn different pay for working certain shifts. This is an optional field.

12. If the employee's payroll information should be transferred to your payroll processing system when payroll is run, select Transfer to Payroll.

    Note: In most cases, you should select this check box. However, if an employee was terminated and given their final paycheck on the last day of employment, then you should clear this check box so that the employee is not paid again when regular payroll is processed.

13. Click the button next to the Payroll Company Code field, and then select the appropriate payroll company code.The payroll company code identifies your payroll records to your payroll processing program. The appropriate codes are created by your ADP Time & Attendance Representative when your company is initially set up. You can only choose from these company codes, which appear on the Company Code Lookup page.

14. In the Payroll ID field, enter the ID that your payroll processing program uses to identify the employee.

15. If your company uses wage rate programs, click the button next to the Wage Rate Program field, and then select the employee's wage rate program.A wage rate program adjusts an employee’s pay rate for time pairs that are assigned to specific labor charge category combinations. For information about wage rates, see Creating a Wage Rate Program.

    Notes:
    The Time & Attendance module always attempts to use the wage rate program that you enter in this Wage Rate Program field first. If you do not define a wage rate in this field, the application then uses the wage rate program defined in the employee's pay group.
    
    If you want to prevent the application from using the wage rate program defined in the employee's pay group, select the Override Pay Group check box. This check box is available only if you make a valid entry in the Wage Rate Program field.

16. To specify the employee’s default or home labor categories, click the button next to a labor charge category (for example, Department) and then select the appropriate value from the corresponding lookup window. Repeat this step as necessary for  other labor charge categories.Labor charge categories are used to charge an employee's time to specific cost categories.

17. Click the button next to the TimeZone field and select the employee's default time zone.The Time & Attendance module application displays this time zone when the employee accesses the application, regardless of the employee's location. This is a required field.

18. Click the Submit button.

After you have created an employee, you can add and edit other employee-related data using the menu items on the left side of the Employees page. See the following help topics to learn how to:

• Change an employee's status

• Assign employees to security groups

• Enter or edit employees' service dates

• Enter or edit employees' base rates

• Enter or edit employees' job rates

• Enter or edit an employee's e-mail address

• Configure an employee's phone access

• Enter or edit employees' personal information

• Configure an employee's timeclock access