PHSS Instructor
Orientation…and other fun stuff
Having trouble accessing orientation documents? Please email:
[email protected]
What Is Happening?
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Effective 3/31/12…
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All Instructors become NHQ employees
All Instructors will be paid from a new payroll system
Pay policies and rules for Instructors will become
standard throughout the network
Procedure for expense reimbursement is changing
with the migration to “Concur”
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Meeting Purpose
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Review changes associated with new payroll
system, along with „must-do‟ tasks with go-live of
HR DirectAccess (HRDA)
Review required documents for transfer of status
to NHQ employment
Recording your hours in e-time
Pay rules, procedures, guidelines
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HRDA/Payroll Must-Do Initial Tasks
1. Access Cross Net
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Use your new login ([email protected])
If you have difficulty accessing Cross Net, call the
Red Cross IT Service desk at 888-778-7762
2. Access HRDA home page
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Go to
https://crossnet.redcross.org/every/HRDirectAccess/Index.asp
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Click on the “portal”
If you have difficulty accessing HRDA or have portal
navigation issues, call the ADP Employee Service
Center (ESC) at 877-676-9272
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HRDA/Payroll Must-Do Initial Tasks
(cont‟d)
3. Set up direct deposit in HRDA
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On line via employee self service is the most efficient
This is the fastest way to get paid
4. Enter Federal and State withholding
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Default is set to “single” and 0 exemptions
Default state is the “worked in” location
5. Set up local tax
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Must complete tax form and send to ADP Employee
Service Center
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HRDA/Payroll Must-Do Initial Tasks
(Cont‟d)
6. Update personal and contact information
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Ensure your name is full, legal name
Verify home address
Verify and update emergency contact information
Verify your race/ethnicity information
Verify your education information
7. No later than April 12, enter (or approve) your hours in
Etime; supervisors approve no later than April 13
 No hours on timecard = no paycheck
Please read the “Critical Payroll Information” (http://www.redcross.org/PTOC )
document for detailed instructions for these tasks!
THESE INSTRUCTIONS MUST BE FOLLOWED TO ENSURE RECEIPT OF A CORRECT PAYCHECK!
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Pay Practice Facts
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All instructors will now be covered by a common compensation system and
pay practices. The major practices and examples are listed below.
Travel Time & Mileage Reimbursement –
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You will be paid for travel time and reimbursed for mileage on your personal vehicle to travel to
class sites for teaching. This is excluding your normal commute time and mileage from your
residence to your home location.
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Example: You are asked to teach a class at a location that takes an hour of travel time while your
normal commute is ½ hour. You will be paid for ½ hour of travel time each way, for a total of one
hour of travel time. That hour needs to be included on your timecard with a unique pay code (see
HRDA PTOC Training Aid). In addition, that travel includes 15 additional miles to the classroom
beyond your normal commute, so for the round trip, you would submit a travel expense for 30
miles in Concur.
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Example: You normally pick up class equipment the day before the class and then go directly to
the class the next day to teach. You will not be paid travel time or mileage reimbursement to go
into your home office to get the equipment as that is a normal commute. However, you will be
paid for work time while your are gathering your equipment. On the next day when you teach, you
will be paid for travel time and mileage to the extent it exceeds your normal commute.
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Facts cont‟d.
Premium Pay (Stand-By, Call-In, Shift Differential)
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Stand-by: While on stand-by, you are normally restricted in where you can go so that
you can report to work at a moment‟s notice. You must also be in fit condition. Your
management should inform you whether your region and job are eligible, based on
business need. If your supervisor asks you to be on stand-by (waiting to be called
into work), you will receive either a $1, $2 or $3/hr premium --no regular pay beyond
that. A special pay code on eTIME will allow you to enter applicable hours for that
premium.
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Call-in: If you are called in to work at the last minute to teach, evaluate or proctor,
you will receive a minimum 4 hours of pay at your regular rate. In addition you may
be approved for an additional $1 or $2 per hour, depending on your job. A special
pay code is set up for that in eTIME so that you can enter applicable hours for that
premium.
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All premiums for shift, weekend work or language differentials will cease.
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Facts cont‟d.
Set-Up and Breakdown of Classes
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You will be paid your regular rate of pay for set-up and breakdown time. You will
record this in eTIME as part of your regular hours worked. Instructors are typically
allotted ½ hour for set-up and ½ hour for breakdown.
Class Cancellation
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Instructors will be paid their regular hourly rate for 2 hours if a class is cancelled
within 48 hours of the scheduled start time. If a class is cancelled within 24 hours of
the scheduled start time, Instructors will be paid for 4 hours at their regular rate of
pay.
Dual Employment
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You can have a maximum of 2 regular rates of pay – one for your primary job and
one for a secondary job. Contact your supervisor/scheduler for more information on
your primary or secondary jobs.
Other related practices will cease upon migration to the common payroll system.
All union contracts supersede these practices.
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Find your Employee ID Number
You now have a unique employee ID number
To find your employee ID number:
Click on the HRDA portal
Click on “Employee”
Click on “Personal Information”; here you will see your
employee ID number
You will need your employee ID number when:
You call the ADP Employee Service Center
You enroll with Amerigives
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Additional Payroll Information
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Your last chapter paycheck will be dated either
April 6 or April 13
New pay cycle is bi-weekly, Saturday – Friday
First pay cycle is March 31 – April 13
First pay check is April 20
26 paychecks per year
In 2013, you will receive two W2‟s from ARC:
one from your chapter payroll system, and one
from HRDA
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What Happens If…
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Where do I send forms relating to withholding/payroll taxes?
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Email forms to the ADP Employee Service Center (ESC) at
[email protected] or fax them to 925-598-2160
Who do I contact if I have not received my check in the mail?
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Contact the ESC at 877-676-9272 or email
[email protected]
Who do I contact if I have questions on how to record my hours in
e-time?
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Contact the ESC at 877-676-9272 or email
[email protected]
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What Happens If…
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Who do I contact if my check is incorrect?
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If your hours in Etime are incorrect, contact your
supervisor. For all other issues, contact the ESC at
877-676-9272 or email [email protected]
Who do I contact if I haven‟t received my direct
deposit?
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Contact the ESC at 877-676-9272 or email
[email protected]
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Payroll questions will be answered
at the end of this presentation
Please take a moment to make
note of any questions you may
want to address at the end of this
presentation regarding payroll.
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Accessing HRDA from a non ARC
computer
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Access from a non-Red Cross computer:
https://crossnet.redcross.org
Then type in your credentials:
[email protected] and password
OR
Access from a Red Cross Computer: Go to CrossNet
Under Every Red Cross Unit > HR Direct Access
Click on the Portal link (then click OK when the
message that HR Direct Access contains your personal
information appears.)
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Benefit & Retirement Programs
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If you are currently participating in the ARC
Savings Plan (401(k)), your contributions should
continue seamlessly
If you are currently a member of The Retirement
System (ARC defined-benefit pension plan),
your membership will continue seamlessly
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Benefit & Retirement Programs
(cont‟d)
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403(b) deductions will not transfer automatically
 To participate in the 403(b) program, (even if you
previously participated) you must first enroll with a
vendor and setup deduction through HRDA
Monitor your own annual salary deferral amounts for
2012
 If you have had pre-tax salary deferrals into a 401(k)
or 403(b) plan through the legacy chapter payroll
system, and plan to contribute additional funds in
2012, you will need to ensure your contributions do
not exceed the IRS annual salary deferral limits.
Starting in 2013, the payroll system will monitor this
for you.
American Red Cross Benefits Service Center Hours are between 9:00 a.m.
and 7:00 p.m., Eastern time, Monday through Friday # 1-877-860-7526
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Commuter Benefit Program
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Current arrangements will not automatically
transfer
You will need to re-enroll in commuter benefit
through HRDA (if available in your area)
Anticipate a short gap before start up
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“Concur” Travel and Expense
Reimbursement
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Implemented for chapter network on April 1
Provides access to corporate travel policies and procedures
Includes all air, hotel and car reservations made through Concur
Allows employees to manage expenses and expense
reimbursement through Concur *Disaster responders will continue
to follow disaster procedure
Includes expenses incurred for the business use of personally
owned vehicles (POV) and other out-of-pocket reimbursable items
Attend Concur Training
https://crossnet.redcross.org/every/trav/Concur.asp the bottom four
bullet points on the above mentioned link will allow you this training.
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Concur Expense Training Portal
Concur Travel Booking Training Portal
Concur Expense FAQ
Concur Travel FAQ
Recorded Concur Session http://carlson.adobeconnect.com/p1agzubyhtl/
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Required Forms to be Completed
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The following forms must be signed by all employees
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I-9 Form: Employee must complete form and have it signed by
someone in chapter management.
Code of Conduct Form
Confidential Information and Intellectual Property Agreement
Drug and Alcohol Certification
Invitation for Self Identification
Please complete these forms and send to
[email protected]
All Payroll Forms need to be sent to ADP and not to HR.
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Please Go To
http://www.redcross.org/PTOC
to Access the Following Forms:
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I-9 Form
Code of Conduct Form
Confidential Information and Intellectual Property Form
Drug and Alcohol Certification
Invitation for Self Identification
HRDA Training Schedule
Critical Payroll Information
Recording Your Hours in eTime
Day 1 Guide for Employees
Human Resource Contact Information
Key Links Document
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Timeline for HR Change Activities
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March 31: “Go-live” for HR DirectAccess;
March 31: “Go-Live” for Concur Travel and Expense
Reimbursement
April 2012: All PTOC employees attend orientation you are
here!
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NLT April 13: All employees complete entering key data,
entering and approving time worked into HR Direct
Access
April 20: First paychecks issued from new payroll
system
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Open Q&A
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