Template for UltiEasy QuickTips - Ultimate Software



Human Resources

|Q. |Is access to the UltiPro portal available 24 hours a day? |

|A. |Yes. All COMPANY employees have 24/7 access from anywhere an Internet connection is available. |

|Q. |How do I log in? |

|A. |Once you go to the Home Page, enter your user name and password to log in. |

|Q. |What is my password the first time I log in? |

|A. |The Human Resources team will provide you with a default password for the first time you log in. After the first log in attempt, UltiPro requires you to|

| |change the default password to a unique password. |

|Q. |What if I forget my password? |

|A. |Select the Forgot Your Password link on the log-in page. You must provide answers to the security questions. Then an e-mail will be sent with a link. |

| |Once you select the link, you will be able to enter a new password. |

|Q. |Is my information secure? |

|A. |The security for COMPANY’S UltiPro portal access is state-of-the-art, offering the best protection available for your data. You also have a key role in |

| |protecting your information by following these best practices: |

| |Create passwords that are not easily associated with you. |

| |Change your password regularly. |

| |Keep your password confidential so that it is not compromised. |

|Q. |How do I change my password? |

|A. |From the Home Page, select your name at the top of the page and then select the Change Password link. The Change Password page appears. |

|Q. |Who do I call if I have questions? |

|A. |Contact NAME AND CONTACT INFORMATION regarding any questions. |

| | |

Payroll processing

|Q. |What do I do if the next step in the payroll gateway is gray (disabled) and I cannot move forward? |

|A. |If the next step is gray instead of bold, this means you have errors. Follow these steps: |

| |Check unresolved payroll items (Payroll Processing > Payroll Gateway > Things I Can Do > Unresolved Payroll Items) or (Payroll Processing > Payroll |

| |Gateway > select pay group > Things I Can Do > Unresolved Payroll Items). From Payroll Gateway, all pays to which you have access will display. From |

| |Payroll Overview, only the errors for the pay group will display initially. |

| |Select the hyperlink to go to the employee’s pay. Correct the error and recalculate the employee pay. |

| | |

| |Alternately |

| |Go to Payroll Gateway, select a Pay Group, and then select View or Edit Payroll Results/Instant Checks. |

| |In the Find By field, change Last Name to Uncalculated, and then select Search. |

| |In the Find By field, change Last Name to Discrepancies, and then select Search. |

| | |

| |If an employee(s) is listed when you search any of these criteria, this indicates the employee record has an error. Select the hyperlink to go to the |

| |payroll. Correct the error and recalculate the employee pay. |

| | |

| |Once all errors are corrected and you perform the search, no employees should be listed. |

|Q. |When would I roll back or start my payroll over again? |

|A. |The only time you would undo a payroll or re-open your payroll is if you need to interrupt your current payroll cycle to run a supplemental payroll (for|

| |example, if your payroll team lead or manager requests a specific payout of earnings or lump sum amount to a group of employees AND the pay date differs|

| |from your current scheduled run). |

|Q. |When do I undo payroll to the Create Batches step? |

|A. |You must undo to this step anytime a change is made to master employee data after you created your batches AND you need the data within your current |

| |payroll. Examples of these types of master data changes are: |

| |Salary or pay rate changes |

| |PTO plan added/deleted/changed |

| |Earning code changes (for example, an expression to the code) |

| |Deduction code changes (for example, an expression to the code) |

| |Job code changes |

| |Location or department changes |

| |Employee status change |

| |Pay group change |

| |Earning or deduction group change |

| |Bank information change |

|Q. |When can I undo a step in the payroll process? |

|A. |You can undo a step anytime from opening payroll to recalculating payroll. (Once pays are printed, undo is no longer available.) You can undo the |

| |following payroll processes: |

| |Open Payroll |

| |Bring in time (autopaid and PTO) |

| |Create Payroll Work Tables |

| |Import Time |

| |Verify Time |

| |Calculate Payroll |

|Q. |How do I undo a step in the payroll process? |

|A. |Go to the Payroll Gateway and select a Pay Group. Under Things I Can Do, select Undo a Payroll Process. |

|Q. |When do I undo all the way back to Import Time? |

|A. |If you realize you imported the incorrect file or there were errors in the file, you may cancel import time or undo the step in the process. Cancel |

| |import time removes any time not yet submitted. Undo removes time not yet submitted as well as time submitted. Start the import process over again with |

| |the proper files. |

| | |

| |Note: You must import all of your files again. |

|Q. |How can I fix one employee without importing every employee again? |

|A. |If you have a change to an earning or deduction for a few employees, it is quicker and more efficient to fix the individual pay rather than undoing the |

| |payroll and reimporting all the time. Be sure to watch the Viewing and Editing Payroll Results Quick Tour. |

|Q. |How do I void and reissue a check? |

|A. |You must first ensure the employee’s pay group is open. Then open the payroll and go to Payroll Processing > Void Payment. Search for the employee’s |

| |name and select the pay check that you need to void. (Only checks in the current year can be voided.) Select Void. |

| |Once the check is voided, use the open payroll to reissue the payment with any corrections. Both the voided and the reissued check liability will post |

| |when the open payroll is closed. If you are recording the reissued check as a post only payment, an Open/Close payroll model is recommended. |

|Q. |If I change the payroll model, can I change it back for my next regular payroll? |

|A. |Yes. If the payroll model is updated on a particular pay group, you can change it on the next payroll. |

|Q. |When would I use an Open/Close payroll model? |

|A. |This simplified payroll model can be used to issue a manual check, record a post-only check, or void a payment. Direct Deposit payments are not allowed |

| |with this payroll model. |

|Q. |How soon do I need to close my payroll before the pay date? |

|A. |Three deadlines should be kept in mind when closing a payroll: |

| |Check Printing and Shipping – If your payroll contains pay checks that are printed and shipped from UltiPro, Print Services requests that you close |

| |payroll by 12:00 EST two days before the pay date. For example, for a pay date of Friday, payroll should be closed Wednesday 12:00 EST. |

| |Direct Deposit Banking – Your banking institution has specific timelines for processing NACHA payroll files that vary from bank to bank. If your payroll|

| |contains direct deposit payments, coordinate closing payroll with your bank’s deadlines. |

| |Tax Filing Posting – For UltiPro tax filing customers, Payment Services requests that you close your payroll two days prior to the pay date. |

|Q. |Can I add a new earning or deduction to an employee from the pay check page? |

|A. |Yes. To enable the web access rights, go to System Configuration > Role Administration > select the role > Web Access Rights > Payroll Processing > |

| |Payroll Gateway > Payroll Gateway > Payroll Overview > View/Edit Payroll Results/instant check > Payroll Team > Pay > Earnings and Deductions > Add, |

| |view, edit > Save. |

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UltiPro® is a registered trademark of The Ultimate Software Group, Inc.

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