UltiPro User Guide New Hire Introduction
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- Dale Lynch
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1 INTRODUCTION Congratulations on joining Palo Alto Networks and welcome to UltiPro. UltiPro is Palo Alto Networks Human Resource and Payroll System and your portal to view and update personal information, benefit enrollment, direct deposit, dependent changes, paperless paystubs, and various other information. Should you need additional information regarding UltiPro please contact the HR Connect team at or Someone from the team will assist you. TABLE OF CONTENTS Introduction... 1 Logging into UltiPro... 2 Benefit Enrollment... 3 Life Event-New Hire Benefit Elections... 4 Adding or Changing Benefit or Dependent Information... 5 Enrolling/Waiving Your Benefits... 7 Flexible Spending Account... 9 Semi-Monthly Calculation... 9 Direct Deposit Adding or Changing Direct Deposit Information Pre-Note Page
2 LOGGING INTO ULTIPRO URL: Login: Password: Your Birthdate (MMDDYYYY Format) 1. Password Requirements -Your new password must have at least one number, one upper case and one lower case letter, one special character and is between 8 18 characters long. 2. After selecting your new password, you are taken to a new page where you must select and answer 3 security questions before your new password will be accepted. 3. Please note the system does not prevent you from creating a new password that does not meet the password requirements. If after selecting your new password and you re not taken directly to the security questions page, then the password you ve just created is invalid and the system will not recognize your login credentials the next time you log in. 2 Page
3 BENEFIT ENROLLMENT To enroll in your benefits, click on: Myself > Life Events If you experience a Qualifying Life Event*, You must log into HR system and make changes to within 30 days 1. New dependent 2. Remove a dependent 3. Change in marital status 4. Change in residence that results in changes with benefit plan eligibility * Examples of Qualifying Events: getting married, adding a dependent child, spouse s loss of coverage due to change in his/her work status. 3 Page
4 UltiPro User Guide LIFE EVENT-NEW HIRE BENEFIT ELECTIONS From the Life Events page, select the Description link for the applicable life event. The About This Life Event page appears. Select I am a new CA/Non-CA Employee Link 4 Page
5 ADDING OR CHANGING BENEFIT OR DEPENDENT INFORMATION Add or change dependents, beneficiaries, and related information on the Verify Beneficiary and Dependent Information page. 1. To add a dependent, click the add sign on the top of the page. 2. Be sure to have the Social Security Number of each dependent available at the time of enrollment. 5 Page
6 1. The Contact is Active box is checked (default selection). Uncheck the box if you want to create an inactive contact. 2. Enter the contact's personal information such as name, birth date, marriage date, and employment information. 3. Select the contact's relationship to the employee such as spouse or child. 4. Designate the contact as a dependent, beneficiary, or emergency contact. More than one option can be selected. 5. Enter the contact's address, telephone, and information. 6. If the contact is a dependent or beneficiary, enter additional information such as if the contact is covered by other insurance, disabled, full-time student, or smoker. 7. Click Save. The Contacts page appears with the new information. 6 Page
7 ENROLLING/WAIVING YOUR BENEFITS Benefit Enrollment Steps 1. Navigate through the enrollment screens via the blue arrow buttons at top. 2. Select a benefit plan that best suits your economic needs. Note; if choosing an HMO, have your PCP code available. 3. Choose a plan option that best applies to your lifestyle. 4. When complete, click the blue arrow button at top. 5. The process for Dental or Vision is identical. Notes: As a new employee, it is critical that you actively choose to enroll in benefits or waive your option. 7 Page
8 If choosing the option to decline your benefits you will be prompted to choose a reason. Choose one of the following: 1. None 2. Covered by spouse 3. Covered under other policy 8 Page
9 FLEXIBLE SPENDING ACCOUNT A flexible spending account (FSA), also known as a flexible spending arrangement, is one of a number of tax-advantaged financial accounts that can be set up through Palo Alto Networks in the United States. An FSA allows an employee to set aside a portion of earnings to pay for qualified expenses as established in the explanation of benefits package, most commonly for medical expenses but often for dependent care or other expenses. Money deducted from your pay is deposited into an FSA is not subject to payroll taxes, resulting in substantial payroll tax savings. One thing to be aware of is that funds not used by the end of the plan year are lost to you. Otherwise known as the "use it or lose it" rule. SEMI-MONTHLY CALCULATION When choosing the semi-monthly amount to be deducted each pay period, first decide upon the annual goal amount. Once you have, divide that number by the number of pay periods left in the year and enter that into the Amount box. If you are unsure of how many pay periods are left in the year, contact your payroll representative. Example: 1. Goal amount is $4, pay periods left in the year 3. $4,000/18 = $ to be deducted each pay period. 9 Page
10 DIRECT DEPOSIT To add a new direct deposit account that will receive the full balance of wages (100%), you must first add an account. You cannot have two accounts to receive the full balance of wages. You can add multiple direct deposit accounts if the accounts will receive a flat amount or a percentage of the pay check that is less than the full percentage. ADDING OR CHANGING DIRECT DEPOSIT INFORMATION To enroll in your benefits, click on: Myself > Direct Deposit 10 Page
11 Add or change Direct Deposit. 1. To add an account, click the add sign on the top of the page. 11 Page
12 UltiPro User Guide 2. Be sure to have your bank information such as ABA Routing Number and Account Number available. PRE-NOTE The first payroll after you requested direct deposit the pre-note process takes place. This process submits your account information only to the bank; no money is transferred resulting in an actual CHECK for this period. After your account information if validated by the bank, direct deposit is activated during your second payroll. 12 P a g e
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