TotalAccess Employee User Guide sm

TotalAccess Reference Guide for Employees

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Employees Introducing TotalAccess By subscribing to Total Access, employees can receive pay statements and/or tax forms online rather than having paper copies delivered to them. You can also save, view and print historical pay statements and tax forms anytime from your home or office computer, which makes managing and reviewing records quicker and easier. This guide is intended to help you setup your computer and web browser so that you can register for TotalAccess as an employee. Once you register for TotalAccess, you can begin accessing your pay statements and tax forms online. Note: The screen shots in this reference guide may differ slightly than the screens in TotalAccess.

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Registering Total Access provides you with access to pay statements, tax forms, or both, depending on the options offered by your employer. You need to register for Total Access before you can receive your documents online. Note: Before you begin, ensure that your payroll administrator provides you with the company codes, hire date, employee ID and client number needed to register. If you have been on a leave of absence, a payroll run might be required on your return before you can register for TotalAccess. To register for Total Access if you do not have an existing ADP user account: 1) Navigate to https://totalaccess.adp.ca 2) On the Login screen, click Register Now.

TotalAccess Reference Guide for Employees

3) Scroll down to read the Terms and Conditions.

4) To agree to the Terms and Conditions, select the checkbox and click Submit. Note: If you do not read the complete Terms and Conditions of Use, an error message is issued.

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TotalAccess Reference Guide for Employees

The Registration page is displayed.

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5) Enter the following details (all of the fields are required):

Field

Description

First Name

Enter your first name.

Last Name

Enter your last name.

Email

 nter your email address. The system will forward a temporary password to this email address in E the event that you have forgotten your existing one.

Verify Email

Reenter your email address.

Birthday

Enter information in a mm/dd/yyyy format.

Hire Date

 nter the date you were hired for your current company code by your employer in mm/dd/yyyy E format. If uncertain, check with your practitioner.

Employee ID

 nter the employee ID under the current company code. Can be 1 to 9 characters in length. If E uncertain, check with your practitioner.

Client #

An alphanumeric identification number that identifies the client. If uncertain, check with your practitioner.

Company Code  Enter the company code of your current employer. The company code is 4 characters in length. If uncertain, check with your practitioner. First Question

 lick on the arrow of the drop-down list and select a question. In the event that you forget or lose C your password, you will be prompted to answer this question. This is a mandatory field. Each question should be unique.

First Response  Enter the answer to the First Question. This is a mandatory field. Each response should be unique. Second Question  Click on the arrow of the drop-down list and select a question. In the event that you forget or lose your password, you will be prompted to answer this question. This is a mandatory field. Each question should be unique. Second Response Enter the answer to the Second Question. This is a mandatory field. Each response should be unique. Third Question

 lick on the arrow of the drop-down list and select a question. In the event that you forget or lose C your password, you will be prompted to answer this question. This is a mandatory field. Each question should be unique.

Third Response Enter the answer to the Third Question. This is a mandatory field. Each response should be unique. Password

F or security purposes, your new password should: • Consist of a minimum of 8 characters and a maximum of 20 characters; • Contain at least one numeric value; • Contain at least one upper case character; • Contain at least one lower case character; • Not be the same as the current password.



 ote: Set your CAPS LOCK key correctly: Passwords are case sensitive (˜PASSWORD’, ‘PaSsWoRd’ N and ‘password’ are not equivalent). Be sure to keep this in mind when entering a password.

Confirm Password Reenter your password.

TotalAccess Reference Guide for Employees

5) Click Submit on the Registration page

A confirmation message is issued verifying that you have been successfully registered for TotalAccess. Note: Be sure to keep a record of the password that you provided, as you will receive an email containing instructions about how to login to TotalAccess and your User ID.

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To register for TotalAccess if you already have an ADP user account: 1) Follow steps 1 – 4 above. 2) S  elect Register with my existing ADP user account. Select this option if you have an existing account with another ADP product such as pay@work or User Administration. Do not select this option if you have an existing account for Statement Self Service.

TotalAccess Reference Guide for Employees

3) Enter the following details: User ID. Password and Client # and click Submit.

Your updated registration information is displayed. Some of the fields are already completed for you, but can still be edited (with the exception of Client #). 4) E  nter Birthday, Company Code, Employee ID, Hire Date, First Question,.First Response, Second Question, Second Response, Third Question and Third Response. 5) C  lick Submit. A confirmation message is issued verifying that you have been successfully registered for TotalAccess.

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Logging in Once you have completed the registration process, you can use your User identification and Client # to log in to the TotalAccess site to download pay statements and tax forms. To login to the Total Access site: 1) Enter the following details: • User ID, • Password, • Client #. 2) Click Login Now.

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Note: Set your CAPS LOCK key correctly: Passwords are case sensitive (˜PASSWORD’, ‘PaSsWoRd’ and ‘password’ are not equivalent). Be sure to keep this in mind when entering a password. The main menu appears on the left side of the home page. From here, you can navigate to pages which allow you to: • Modify your profile information; • View pay and tax statements; • Modify your statement setup; and • Modify your user profile or password. The home page also lists your Client #, Client Name and your current company code. You can view the latest pay statement for your current company code by clicking on the red View Statement button beside the main menu.

Accessing Online Help To access the Help File at any time, press F1. The Help File provides information related to each screen as well as the input fields found on each screen. It contains useful information about Changing your address or payment information, an overview of the Statement Setup screen and how to view pay/tax statements. To Search for specific information: 1) Click on the Search tab. Note: Pressing F1 on certain screens automatically activates the page-level help, which contains information related to the specific screen. 2) Enter the Search criteria. 3) Click Search. Note: Depending on the access permissions that are setup for your company, some of the functions described below may not display or you may not be able to modify them. Contact your ADP Administrator if you need access to a specific function.

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Profile Viewing Personal Information

The following personal information is stored in your personnel record. All of these fields are read only, To change the information below, please contact your Payroll or HR representative.

Field

Information to Enter

First Name

Displays your first name

Last Name

Displays your last name

Payroll Employee Displays your Payroll Employee Number portion of the Payroll ID Number Social Insurance Displays your Social Insurance Number (SIN). A valid Social Insurance Number is required by the Number CRA/MRQ for tax reporting purposes. Third Party Remittances, such as Canada Savings Plans, also require a valid SIN. Birthday

Displays your date of birth (mm/dd/yyyy) on record.

TotalAccess Reference Guide for Employees

Changing Address Information This section outlines the steps required to view and update the address information stored in your user profile. To enter or update information on the Address page: 1) Click on Change Address in the main menu.

2) Make the necessary changes, as indicated in the table below:

Field

Information to Enter

Address

Enter your street address. This is a mandatory field.

City

Enter the city in which you live.

Province/State

Displays the Province or State in which you live. This field is read-only,

Postal/Zip Code Enter the postal code for your residence.

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3) Click Save.

You will receive a message indicating that your address information has been successfully updated. Note: The information on this screen may be read-only if you do not have permission to edit your Address information. Note: If your address change involves relocation to a new province, contact your Payroll or HR representative to make the change.

TotalAccess Reference Guide for Employees

Changing Payment Information Note: The information on this screen may be read-only if you do not have permission to edit your payment information. To change your payment information: 1) Click on Change Payment Information in the main menu.

2) Click Update.

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The Change Payment Information screen displays your current payment information, including:

Field

Description

Payment Type

Displays either Direct Deposit or Cheque.

Bank Number

Displays a three-digit number that represents which institution your account is with. All digits are masked. This field is populated only for direct deposit.

Branch Number

Displays a five-digit number that represents your home branch. All digits are masked. This field is populated only for direct deposit.

Account Number Displays the account number in which your net pay is currently being deposited. Only the last four digits of your Account Number are visible, the other digits are masked. This field is populated only for direct deposit.

The banking information is unmasked on the Payment Information screen.

Note: If you do not have permission to edit your payment information, you will see a View button.

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3) S  elect the desired radio buttons for either Direct Deposit or Cheque. If payment type is cheque, the Bank, Branch and Account number fields will be cleared and disabled.

For Direct Deposit, enter the following information:

Field

Description

Bank Number

Enter the 3-digit bank code. This is a mandatory field. If your bank number is less than 3 digits, add zeros before.

Branch Number

Enter the 5-digit branch code. This is a mandatory field. If your branch number is less than 5 digits, add zeros before.

Account Number Enter the account number. Enter up to 12 digits in this field. A hyphen is the only special character permitted in this mandatory field.

4) T otal Access prompts you to verify that you have selected the payment method indicated on the Change Payment Information screen. Read the Acknowledgment and click on the I Accept radio button.

TotalAccess Reference Guide for Employees

5) Click Save.

You will return to the Payment Information screen. Your banking information is, once again, masked. A confirmation message is displayed once your banking information has been successfully updated. Your amended banking information is displayed on View Banking Information screen.

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Changing Payment Information This section outlines the tax information available to view in Total Access.

The basic Federal personal exemption is automatically applied if no exemption value is displayed on this page. To view the basic exemption amount, go to the government of Canada site. You must contact your payroll administrator if you wish to modify your tax information. For your convenience, links to the Government of Canada site and Government of Quebec site are available at the top of this page. The Federal tax information available to view includes: • • • •

Tax exemption; Pension Income/Age Amount; Deduction for living in a prescribed area; and Additional tax withheld on each pay statement: either the $ or % amount.

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Under exception situations, an employee can be set up to stop the tax calculation. In this case, your tax information may not include Federal Exemption information or additional tax withheld on each pay statement. The following two fields appear on your employee record for salary/commission employees: • Estimated Annual Commission Expenses; and • Estimated Annual Commission Remuneration.

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Statements Statement Setup Overview The Statement Setup screen displays the companies you receive remuneration from (or have received in the past). You use it to select the pay statements and tax forms you want to receive electronically from your employer. You can add company codes and modify the subscriptions listed in your statement setup. After registering and initially logging in to the Site, you will want to subscribe to online statements for the new company code in your statement setup. Note: You can only add company codes to your statement setups or modify your statement setups if your payroll was processed under that company code in the last six months. Once you have added a company code to your statement setup, you can subscribe to receive electronic copies of pay and/or tax statements. In the statement setup table, there are one or more company codes followed by checkboxes under the headings Pay Statements and Tax Statements. A checkmark indicates that you are currently setup to receive electronic statements for that particular category. The company codes are displayed in the order added, with the most recently added company code displayed at the bottom. The checkbox status can be: • Selected: You subscribe to pay and/or tax statements for that company code. • Cleared: You do not subscribe to pay and/or tax statements for that company code. • Disabled: The company code is not setup to access pay and/or tax statements.

To set up a subscription for electronic pay or tax statements: 1) Select Statements Setup on the main menu.

TotalAccess Reference Guide for Employees

2) Click on the checkbox to select pay statements, tax statements, or both pay and tax statements.

3) Read the Acknowledgment and click on the I Accept radio button.

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3) Click Save.

A confirmation message is displayed once your statement information has been successfully updated. To cancel a subscription for electronic pay and/or tax statements: 1) Click on the checked box for the company code to receive paper copies of statements. 2) T otalAccess informs you that you will no longer receive electronic copies of statements for the selected company code. Click OK. 3) R  ead the Acknowledgment and click on the I Accept radio button. A confirmation message is displayed once your statement information has been successfully updated. 4) Click Save. Note: If you change any information in your statement setup, you will have to read and accept the Employee Consent Agreement.

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Pay Statement Setup This section outlines the steps required to setup and view pay statements in your statement setup. From Pay Statement Setup screen, you can choose to receive electronic pay statements for some or all of the company codes in your statement setup. This screen is displayed if you do not subscribe to any pay statements in your statement setup but click ‘Pay Statements’ in left menu. In the statement setup table, there are one or more company codes followed by checkboxes under the headings Pay Statements. A checkmark indicates that you are currently setup to receive electronic pay statements for that particular company code. The company codes are displayed in the order added, with the most recently added company code displayed at the bottom. The status of a checkbox can be: • Selected: You subscribe to pay statements for that company code. • Cleared: You do not subscribe to pay statements for that company code. • Disabled: The company code is not setup to access pay statements.

To set up a subscription for electronic pay statements: 1) Click on ViewPay Statements in the main menu.

TotalAccess Reference Guide for Employees

2) Click on the checkbox to select pay statements for the selected company code.

3) Read the Acknowledgment and click on the I Accept radio button.

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3) Read the Acknowledgment and click on the I Accept radio button.

Note: If you change any information in your statement setup, you will have to read and accept the Employee Consent Agreement.

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Viewing Pay Statements Pay statements identify your remuneration, deductions and contributions for each period you receive payment from your employer. They are available for viewing and printing a set number of days before or after your date of pay, based on settings determined by your payroll administrator.

TotalAccess Reference Guide for Employees

Note: Pay statements are only available in Portable Document Format (PDF). You need to have Adobe Acrobat Reader installed to access these files.

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The View Pay Statements screen displays the pay statements available to view for the company codes in your statement setup. The table of pay statements is organized according to: • • • • • •

Pay Date Period End Date Employee ID Net Amount Company Code Company Name

To view full details of a pay statement, click the underlined pay statement you wish to look at. You need to have Adobe Reader 6.0.1 or later installed on your computer to view electronic pay statements. TotalAccess maintains up to 7 years of pay statements history, depending on when ADP Canada started processing your payroll. By default, pay statements are sorted according to Pay Date, with the most recent pay statement appearing on top. To toggle the sort order of a column, click on the column header. A total of 10 pay statements are displayed per page. You can also download pay statements from this page. You must have a file compression utility installed such as WinZIP to view your downloaded pay statements, which are saved as ZIP files containing PDFs.

TotalAccess Reference Guide for Employees

To download a pay statement: 1) C  heck the first column checkbox of the pay statement you would like to download or check the heading checkbox to select all pay statements on the current page. The File Download dialog opens.

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2) Click Download. Only the files you have selected on the current page will be downloaded.

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A message is displayed indicating that the download process may take a few moments to complete. Do not close this window until your statements have been downloaded. Once you have opened or saved the statements, close this window manually.

3) V  erify whether you want to Open or Save the statement. If you clicked Save, browse to the directory you would like to save the file to, enter a new file name (if desired) then click Save. The ZIP file is now downloaded to the specified directory. To view the selected pay statements, open the ZIP file with the file compression utility. The selected pay statements will be displayed as PDF files. Note: Adobe Reader is a free PDF file viewer available for free download.

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Tax Statement Setup This section outlines the steps required to setup and view tax statements in your statement setup. The Tax Statement Setup screen is displayed if you do not subscribe to any tax statements in your statement setup and have clicked Tax Statements in the main menu. You can choose to receive electronic tax statements for some or all of the company codes in your statement setup. In the statement setup table, there are one or more company codes followed by checkboxes under the headings Tax Statements. A checkmark indicates that you are currently setup to receive electronic tax statements for that particular company code. The company codes are displayed in the order added, with the most recently added company code displayed at the bottom. A tax statement will only display to the employee if: • The employee has registered to view their tax forms online; • The tax form year has been released by the client for viewing by their employees.

The status of a checkbox can be: • Selected: You subscribe to tax statements for that company code. • Cleared: You do not subscribe to tax statements for that company code. • Disabled: The company code is not setup to access tax statements. To set up a subscription for electronic tax statements: 1) On the homepage, click View Tax Statements.

TotalAccess Reference Guide for Employees

2) Click on the checkbox to select tax statements for the selected company code.

3) Read the Acknowledgment and click on the I Accept radio button.

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4) Click Save

Note: If you change any information in your statement setup, you will have to read and accept the Employee Consent Agreement.

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Viewing Tax Statements Tax forms like T4 and T4A summarize your employment earnings, deductions, and contributions for the past year. This screen displays the annual tax statements available to view for the company codes in your statement setup. Your payroll administrator determines when tax forms are made available.

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The table of tax statements is organized according to: • Taxation Year • Statement Type • Company Code • Company Name Statement types include: Relevé 1, Relevé 2, T4, T4A, T4A-NR, T4A-RCA and NR4.

To view full details of a tax statement, click the underlined tax year. You need to have Adobe Reader 6.0.1 or later installed on your computer to view electronic tax statements. Tax statements can be viewed online for up to seven years, depending on when ADP started processing payroll.

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By default, tax statements are sorted according to Taxation Year, with the most recent tax statement appearing on top. To toggle the sort order of a column, click on the column header. A total of 10 tax statements are displayed per page. You can also download tax statements from this page. You must have a file compression utility installed such as WinZIP to view your downloaded tax statements, which are saved as ZIP files containing PDFs. To download a tax statement: 1) C  heck the first column checkbox of the tax statement you would like to download or check the heading checkbox to select all tax statements on the current page.

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2) C  lick Download. Only the files you have selected on the current page will be downloaded. The download process may take a few moments to complete

A message is displayed indicating that the download process may take a few moments to complete. Do not close this window until your statements have been downloaded. Once you have opened or saved the statements, close this window manually.

3) V  erify whether you want to Open or Save the statement. If you clicked Save, browse to the directory you would like to save the file to, enter a new file name (if desired) then click Save. The ZIP file is now downloaded to the specified directory. To view the selected tax statements, open the ZIP file with the file compression utility. The selected tax statements will be displayed as PDF files. Note: Adobe Reader is a free PDF file viewer available for free download.

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Adding a Company Code In your statement setup, you will see the company code that you initially provided when you registered for the Total Access site. You must have received one pay statement for a company code before it can be added to your setup. To add a new company code: 1) In the main menu, click on Statement Setup.

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1) Click on Add Company Code.

2) Enter the company code to be added. Your payroll practitioner can provide this information. 3) Enter the Employee ID for that particular company code. Your payroll practitioner can provide this information. 4) Click Save.

A message is issued confirming that you have added the company code to your statement setup. Once you have added a company code to your statement setup, you can subscribe to receive electronic copies of pay and/or tax statements. Company codes are displayed in the order that they were added, with the most recently added company code displayed at the bottom. For further information about creating or modifying your subscription options, see Statements.

TotalAccess Reference Guide for Employees

Maintaining Your Account Changing Password You can change your password from within TotalAccess at any time. The Change Password Form page is used to change passwords from within TotalAccess. You can change your password at any time. To change your password: 1) Click on Change Password in the main menu.

2) Enter your current password in the Old Password field. 3) Enter your new password in the New Password field. 4) T o confirm the new password, enter the password exactly as you did in the New Password field in the Confirm New Password field.

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5) Click the Save button.

A confirmation message is displayed if the password change was successful. The new password takes affect the next time you log into the application. Note: To better protect your account, make sure that your password is memorable for you, but difficult for others to guess. Never use the same password twice, and do not share your password with anyone. For security purposes, your new password should: • • • • •

Consist of a minimum of 8 characters and a maximum of 20 characters; Contain at least one numeric value; Contain at least one upper case character; Contain at least one lower case character; Not be the same as the current password.

TotalAccess Reference Guide for Employees

Forgot Your Password This section outlines the steps required to obtain a temporary password to login to TotalAccess. If you have forgotten your TotalAccess password: 1) Click the Forgot Password link on the Login page.

2) On the Password Reset Form, enter your User ID and Client ID. 3) Click Continue.

4) Answer the three security questions that you set up when you initially registered for TotalAccess.

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5) Click Submit

If your responses match the responses on record, a temporary password is emailed to the address saved in your user profile. Use the temporary password the next time you login to TotalAccess.

Note: If the password is temporary, you are forced to reset the password. The new password must be between 8 and 20 characters in length, contain at least one numeric value, at least one upper case character, and at least one lower case value.

TotalAccess Reference Guide for Employees

6) Navigate to the TotalAccess login page. 7) Enter the following information: • User ID, • Temporary password, and • Client ID. 8) Click Login. TotalAccess prompts you to change your password. 9) Enter the following information: • Tempoary Password, • New Password, and • Confirm New Password. 10) Click Save.

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Changing User Profile Everyone with access to TotalAccess has a User Profile that manages password and email contact information. Once you are logged in, you can access your profile from the menu bar on every page of TotalAccess. The information entered on this screen will be used as validation of your identity in the event that you lose your password. The User Profile Information screen is used to confirm your identity if you forget your password. You use it to record your email address and the answers to three questions of your choosing. Then if you ever forget or lose your password, you can confirm your identity by answering the same questions. When answered correctly, a new password is sent to you at the email address recorded Note: Without the correct verification information, you will not be able to obtain a new password.

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To complete or revise a User Profile: 1) Click on Change User Profile in the main menu.

2) Enter your email address in the E-mail Address field. 3) S  elect the first security question in the First Question drop-down list. In the event that you forget or lose your password, you will be prompted to answer this question. This is a mandatory field. Note: Each security question must be unique and your responses cannot be repeated. Each response must be between 3 and 20 characters in length. 4) Enter an answer to the First Question in the First Response field. This is a mandatory field. 5) S  elect your second security question in the Second Question drop-down list. In the event that you forget or lose your password, you will be prompted to answer this question. This is a mandatory field. 6) Enter an answer to the Second Question in the Second Response field. This is a mandatory field. 7) S  elect your third security question in the Third Question drop-down list. In the event that you forget or lose your password, you will be prompted to answer this question. This is a mandatory field. 8) Enter an answer to the Third Question in the Third Response field. This is a mandatory field. 9) Click Save.

TotalAccess Reference Guide for Employees

A message is issued to confirm that your User Profile has been successfully updated Note: To cancel the User Profile change at any time, click Cancel.

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Troubleshooting Registering for Total Access Message

Action

The employee ID can contain only letters or numbers. Re-enter the correct ID. The Client # is invalid. Please try again.

Re-enter the correct number.

The Company Code is invalid. Please try again.

Re-enter the correct company code.

Your response must be 3 to 20 characters in length. Provide the correct response. If you cannot remember an answer, contact your Administrator. Security question is not unique.

Ensure that each question is unique.

Security response is not unique.

Ensure that each response is unique.

The Client # is invalid. Please try again.

You would receive this message under the following circumstances: • Specified client # does not exist; or • Specified client # is suspended; or • Specified client # is not a TotalAccess client.

The Company Code is invalid. Please try again.

The information you entered did not match the records on file. Contact your Administrator.

You are already registered for ADP TotalAccess.

Use your existing ID to login to TotalAccess.

Logging into Total Access Message

Action

You do not have access to the ADP TotalAccess application

Contact your Administrator.

The system could not log you in. Please check your login details and try again.

You are not authenticated. Reenter your login information.

The client is not a valid TotalAccess client.

Re-enter the Client #. If the number continues to fail, contact your Administrator.

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Viewing Tax Information/Personal Information/Address/Banking Information Message

Action

No information available to display. Please contact your Administrator.

Contact your Administrator.

Setting up Statements Message

Action

The company codes are not setup to display electronic statements. Please contact your administrator.

Contact your Administrator.

The company code you added is not setup to display electronic statements. Please contact your administrator.

Contact your Administrator.

Viewing Pay & Tax Statements Message

Action

The company codes are not setup to display electronic pay/tax statements. Please contact your administrator.

Contact your Administrator.

You need to install Adobe Reader version 6.0.1 or greater to view statements. Click here to download Adobe Reader.

You have an outdated version of Adobe Reader. Download the latest version of Adobe Reader. If you still experience problems, Adobe Add-ons may be Disabled. To enable the required Add-ons, open the browser and navigate to Tools/Manage Add-ons. Enable or verify that the following Add-ons are enabled: • Adobe PDF Reader (AcroPdf.dll); • Adobe PDF Link Helper (AcroIEHelperShim.dll); and • get_atlcomClass ActiveX Control (gp.ocx).

Logging in with Temporary Password Message

Action

The system could not log you in. Please check your login details and try again.

You may have entered the login information incorrectly. Re-enter the temporary password. If you continue to experience problems, contact your administrator.