ADP Frequently Asked Questions
This list will continue to be expanded and updated. If you have an ADP question, please submit it to the IT Help Desk at 478-5429 or helpdesk@georgiasouthern.edu.
If you experience any technical difficulties, please refer to the troubleshooting page HERE or contact the IT Help Desk at 478-5429.
Click on a question, and a response is provided.
- Q: What is the ADP Project?
- Q: When will the new system be implemented?
- Q: What will change with the new ADP system?
- Q: What is a CORE USER?
- Q: Who are the CORE USERS?
- Q: Will my new ADP ID number, replace my existing ID number?
- Q: Will the new ADP system affect COBRA?
- Q: Will the new ADP system affect retiree billing?
- Q: Will ADP affect benefits open enrollment?
- Q: Who do I contact if I am experiencing any ADP technical problems or concerns?
- Q: Will checks still be processed at Georgia Southern?
- Q: Why is there a strong push for direct deposit?
- Q: What if I do not have a bank account?
- Q: If I do not have direct deposit, how long will it take to get my check?
- Q: What if I choose not to get direct deposit?
- Q: If I choose a paper check, where will I be able to cash it locally?
- Q: How do I sign up for direct deposit?
- Q: What if I already have direct deposit?
- Q: Will I still get a check advice?
- Q: Who needs to register for Employee Self Services?
- Q: What services will the ADP Employee Self Service portal provide?
- Q: If the employee is a timestamp employee (casual labor and student workers) will they need to register in Employee Self Service?
- Q: Do timeclock users need to register for Employee Self Service?
- Q: Will Grad Assistants need to register for Employee Self Service?
- Q: Will monthly casual labor employees need to register for Employee Self Service?
- Q: Will student workers approve their own time?
- Q: Will bi-weekly/casual labor employees approve their own time?
- Q: Who approves leave?
- Q: When are timecards due?
- Q: How will I submit my time worked?
- Q: What happens if a time card is not submitted and approved?
- Q: How often do I need to review my time card?
- Q: Can I approve time cards in the next pay period?
- Q: Can I set up a proxy to approve leave during my absence?
- Q: Who will utilize ADP time clocks?
- Q: Do benefitted administrative secretaries need to punch in-or-out?
- Q: How will students and casual labor employees punch in and punch out their time?
- Q: How will benefited employees who utilize a time clock record their leave?
- Q: Can students punch in and out multiple times during the day?
- Q: What if my employee or student worker failed to punch in or out?
- Q: What happens if someone punches in or out for someone else?
- Q: Where can casual labor employees and student workers punch in and out?
- Q: What if I do not have a computer station for my students or casual labor employees to use to punch in and out?
- Q: Will employees need to clock in and out for lunch meals?
- Q: Are there grace periods for time clocks?
- Q: How will student workers or casual labor employees who are working at a conference or away from campus clock in?
- Q: I do not see a place on my time card to put in conferences or training that I attended. What do I do?
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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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August 8, 2009.
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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, pay cards and paper checks (mailed from out of state).
- Benefits: Through ADP, you will be able to manage your benefits and open enrollment information online.
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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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- Alana Deangelis
- Cam Reagin
- Connie Clark
- Angie Cook
- Cynthia Brunson
- Jamey Bland
- Justin Janney
- Karen Iler
- Kim Brown
- Misty La Fleur
- Myra Mirzoeva
- Vicki Hodges
- Virginia Samiratedu
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Yes- your new ADP ID number will replace your current Peoplesoft Employee ID. You can look up your new ADP ID number by clicking HERE.
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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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ADP will collect all retiree benefit payments. Participants will no longer be able to make these payments at Georgia Southern, 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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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. 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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IT Help Desk, 912-478-5429 or helpdesk@georgiasouthern.edu.
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Paychecks will be issued by ADP – not by Georgia Southern University. 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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- The process for converting to direct deposit can take several months to establish through the bank system.
- Ease for summer payment of faculty.
- Paper paychecks will no longer be distributed on site and Georgia Southern will not be as familiar with the new ADP system.
- There will be a delay in receiving paychecks of potentially 3-4 days since they are mailed from a different location.
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You can go to a bank of your choice and request a bank account.
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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 (including student 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 (including student employees), to sign up for direct deposit, because paper paychecks will no longer be distributed on site.
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- 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.
- Make certain your mailing address is correct in the ADP system.
- On the ADP main portal page, select "Myself" to update your personal information.
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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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On the ADP Self Service portal, select the "Money" tab. Then select "Direct Deposit". Click on "Add New" and then add your direct deposit information.
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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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Through the payroll system, employees will not receive a check advice. However, you can view a copy of your check advice on GSU’s ADP Self Service page. Select the "Money" tab, then "Pay Statesments". Only paychecks beginning August 8, 2009 will appear.
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All employees who are paid by Georgia Southern University 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 Georgia Southern self-service portal.
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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
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Yes, ADP Portal is the employee's entrance into the self-service utility. They will also need to register for eTime.
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Yes, ADP Portal is the employee's entrance into the self-service utility. They will also need to register for eTime.
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Yes, ADP Portal is the employee's entrance into the self-service utility. They will not need to register for eTime.
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Yes, ADP Portal is the employee's entrance into the self-service utility. They will not need to register for eTime.
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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 monthly (salaried) staff, you enter only the leave or time off taken. 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.
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Your new ADP ID number will replace your current PeopleSoft Employee ID. You can look up your new ADP ID number by clicking HERE.
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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. Students are able to view their timecard and are encouraged to look for any missed punches. If a student has a missed punch tell your supervisor immediately.
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Bi-weekly/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. Biweekly/casual labor employees are able to view their timecard and are encouraged to look for any missed punches. If you has a missed punch tell your supervisor immediately.
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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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Biweekly, casual labor and student time cards will be due at 9:00am on the Monday after the pay period closes.
Monthly timecards are due to payroll on the 10th pf the following month.
The Controller’s Office will communicate all payroll dates to the campus via GSNEWS.
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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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. For additional information reviw the ADP eTime manual.
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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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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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No- You can only approve timecards during the “Current Pay Period”. You can only view your time card in the previous period.
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Yes- the eTime system does permit an approver to set another individual as an approver during their absence.
The guidelines for setting up a proxy are located under the Approver training section located HERE.
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Identified Physical Plant and Public Safety employees will utilize the ADP time clock to record their time worked.
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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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Students and casual labor employees will utilize a Time Stamp (an ADP feature to record time worked). Students and casual labor employees 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 casual labor employees to punch in and out.
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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.
Reconciling time and adding leave to an employee’s time card is covered in the eTime supervisory training.
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Yes- The timestamp feature permits employees to punch in and out multiple times throughout a day.
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The approver is able to reconcile the employee's timecard. The approver should also include a comment. 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.
Reconciling time is covered in the eTime supervisory training manual.
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Please see the eTime policy located HERE.
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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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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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The University encourages all employees to have a meal period of sixty (60) minutes. All meal periods of thirty (30) minutes or longer are non- compensable.
Casual labor and student employees need to punch in and out for lunch.
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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.
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Their approver can enter the hours that they have worked into the employee’s timecard.
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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Training materials and quick reference guides are available on the Georgia Southern ADP website. Manuals have been prepared for bi-weekly, monthly, casual labor, and student workers.
http://jobs.georgiasouthern.edu/ADP/training.htm
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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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.
Registration is necessary.
Please follow the steps below to register for one of these eTime training sessions.
Step by Step Registration Instructions:
Please register for a session at the Department of Human Resources Organization, Development and Learning website HERE
-Click on “Register for a Class”
-Locate the training course (eTime training for supervisors, Bi-Weekly, Monthly etc…)
-Click on "More Information"
-Determine the date and time you can attend, and then click "Register"
-Type in your name, e-mail address, and department
- You will receive a course confirmation
Please note:
*Once a session is full, the course instance will not appear on the web site.
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If you experience any technical difficulties, please refer to the troubleshooting page HERE or contact the IT Help Desk at 478-5429.