ADP Training Guide (For Recruiters)

ADP Training Guide (For Recruiters)

WELCOME TO ADP RECRUITMENT! This step-by-step guide is meant to work as a complement to the individualized training session you received (conducted by an HR representative) Our new process within ADP allows for our recruiting and hiring practices to be more streamlined and centralized If you run into issues, please reach out to Kim Patterson at kpatterson@alphabest.org or 336.293.0015. You can also look for the symbol at the top right in ADP to access ADP s support center or for the symbol at the top right in ADP to access ADP s Bridge online community.

SECTION ONE: REQUISITIONS This section covers: getting a new requisition entered into ADP finding the URL for an existing requisition navigating through the internal Career Center (Before starting a requisition, be sure you have all pertinent information from the hiring manager who is submitting this request)

Open a new requisition

Click on PROCESS, then Talent, then Requisitions

To add a new requisition, click + ADD Here, you re viewing requisitions that have already been entered into ADP

You ll then be taken to this Recruitment page, where you ll need to be sure to input certain fields: Note that you ll be completing four steps in this process (currently on Step One, highlighted in navy blue) Required field Enter only one location the city and state will flow into the ADP Career Center listing based on what s assigned here as the location (Then scroll there s more on this page!) Required field Required field Required field Required field

Required field Required field Required field Comments/notes here will not be seen by the applicant (for internal reference only) Optional field Click NEXT to continue

Now you re in step two of the process Required field Click here to copy and paste the job description from an existing Indeed post (next slide shows where clicking here leads) Required field Required field Click NEXT to continue

Copy and paste the job description from an existing Indeed post here Then click DONE

Now you re in step three of the process (no need to do anything on this page!) Click NEXT to continue

Now you re in step four of the process Review your requisition information here If all looks good, click DONE to complete (you re nearly finished!)

Always add a referral capability by clicking here Enter yesterday s date here This takes you to your external job URL that can be sent to candidates to start the application process

After clicking Referrals, this is where you re taken Select Yes next to Accept Referrals Make sure to add a start date (yesterday s date) and a Guideline (click Customize Referral Guidelines to generate) Click DONE

Send a job posting to an interested candidate/find a link for an existing job posting

Click on PROCESS, then Talent, then Requisitions

1. First, click here to be sure you re only viewing open requisitions Here, you re viewing requisitions that have already been entered into ADP 2. Then, highlight the requisition you re interested in by clicking on it 3. Finally, click on View/Change Posting Settings

Click on View Job Posting (URL) (Make sure you re selecting from the Default External Career Center section)

Now you re at the job page and can copy the URL and paste it into an email or another platform to share

Navigate the internal Career Center (the place where existing employees apply for open jobs)

Click on MYSELF, then Talent, then Career Center

Here, you re viewing the open jobs for existing AlphaBEST employees If you d like to publicize a specific job among an existing employee group, just email kpatterson@alphabest.org with a request for a communication, indicating: which job you d like to promote who you want the email to go to how long (end date) applicants have to apply

Clicking on a specific job will pull up that job s detailed information

SECTION TWO: APPLICATIONS This section covers: locating submitted applications communicating with applicants

Locate an existing application

Click on PROCESS, then Talent, then Applications

Select All Requisitions from the drop-down menu Check the box labeled Select All

To make your search easier, click on column titles to sort as desired, then click on appropriate candidate

Here, you re in the Application(s) section Select this option to view the application as a PDF (allowing you to print or save the application) (Then scroll there s more on this page!)

Add notes here (the applicant will not see these notes) This area shows emails that have previously been sent to the applicant via ADP Here, you can access the applicant s resume in PDF form

Click on Applicant Profile to view this screen, which shows the applicant s personal and professional information

Communicate with an applicant

Click on PROCESS, then Talent, then Applications

Select All Requisitions from the drop-down menu Check the box labeled Select All

To make your search easier, click on column titles to sort as desired, then click on appropriate candidate

To send the applicant email communications, click CHANGE STATUS Here, you re in the Application(s) section

Select an Application Status from the drop-down menu

Pre-populated email templates are available from the drop-down

Be sure to update the text that appears in [brackets] throughout before sending

SECTION THREE: BACKGROUND SCREENING This section covers how to initiate a background screening for a candidate

Click on PROCESS, then Talent, then Applications

Select All Requisitions from the drop-down menu Check the box labeled Select All

To make your search easier, click on column titles to sort as desired, then click on appropriate candidate

Now you re in the Applications tab Click CHANGE STATUS

Here, you re viewing the pop-up screen that appears after selecting CHANGE STATUS The applicant s status must be changed to Background Screening Select the pre-populated email titled Consent for Background Screening Be sure to update the copy that appears in [brackets] throughout before sending Your email address here Add notes here if desired (the applicant will not see these notes)

Then, navigate to the Screening tab (Then scroll there s more on this page!)

Click REQUEST CONSENT Once consent has been received, you ll click on START A NEW ORDER, taking you into the background screening system to complete the request process

SECTION FOUR: ISSUING A CONTINGENT OFFER LETTER This section covers how to customize and send a contingent offer letter to a candidate

Click on PROCESS, then Talent, then Applications

Select All Requisitions from the drop-down menu Check the box labeled Select All

To make your search easier, click on column titles to sort as desired, then click on appropriate candidate

To send the applicant an offer letter, click CHANGE STATUS Here, you re in the Application(s) section

Select Make Offer from the Application Status dropdown menu

Select Notification of Offer Letter from the Email Template Name dropdown menu

Be sure to update the text that appears in [brackets] throughout before sending

Click on CREATE OFFER LETTER

Select the appropriate Offer Letter template

Edit the letter thoroughly, replacing both highlighted and [bracketed] text throughout

Click DONE

Click YES, SEND FOR APPROVAL

Navigate back to the Offer Letter tab and click on the eye icon to view your offer letter in PDF form before sending to double check that all details are correct 61

Then be sure to click EXTEND OFFER to send the letter 62

SECTION FIVE: ISSUING NEXT STEPS EMAIL This section covers how to send a Next Steps letter after a candidate has successfully passed the background check stage

Click on PROCESS, then Talent, then Applications

Select All Requisitions from the drop-down menu Check the box labeled Select All

To make your search easier, click on column titles to sort as desired, then click on appropriate candidate

Now you re in the Applications tab Click CHANGE STATUS

Select Make Offer from the Application Status dropdown menu 68

Select the prepopulated email titled Next Steps Orientation and Start Date

Be sure to update the copy that appears in [brackets] throughout before sending

SECTION SEVEN: I-9, EMPLOYEE INFO SHEET, & BANKING/TAX INFO This section covers how to get these final documents input into the system for a new hire

Locating forms to send to the new hire

From the Home screen in ADP, you can locate the following documents to share with newly hired employees: Direct Deposit Form Federal W-4 Form New Employee Information Sheet (Then scroll there s more on this page!)

The link to send to employees to complete the I-9 form can be found farther down on the Home screen If you run into issues with the I-9 form, you can call the ADP ei-9 help number: 866.616.0292 Please also be sure to have the new hire complete the state-level banking form, which you should have on hand (it is not on ADP since each state has a separate version)

Inputting completed forms into ADP

Click on SETUP, then Manage Documents, then Company Documents

Click on UPLOAD

You have the option to drag and drop or upload relevant files on this screen

You ll need to select a Category for your document to finalize the upload process

Once you ve selected a category, you ll see a check mark beside your document indicating that you can move forward

From here, click SAVE and then Save and Return

You ll be sent back to the Company Documents page and will see that your document has been successfully uploaded You can also edit, delete, etc. if needed using the menu bar (the bar only appears when a specific document has been selected)