FAQs & Instructions

The Portland Public Schools is partnering with ADP to introduce new pay and time software for all our employees to replace Employee Self Service (ESS) as of January 1, 2024. We’re introducing ADP Workforce Now, an easy-to-use, self-service way to manage all things HR through the ADP online portal,  so that employees can quickly and easily: 

• See your pay statements.
• View and/or adjust tax documentation. 
• Update personal information.
• Enroll in direct deposit.
• Request and submit time off and see your time off balance.
• Sign up for benefits during annual enrollment. 
• Declare a life event (i.e., birth or adoption of a child, marriage, etc.

In addition, hourly employees will have their choice of three convenient ways to record their time – through a web portal, a mobile app or with a physical time clock. Please note we are not able to offer tech support for the mobile app.

Note: To access pay statements and view tax documentation for 2023 and previous years , please log in to Employee Self-Service. That site will continue to be live for that purpose into 2024.

You will an email titled Access your pay statements with ADP Self-Service from noreply@adp.com in your PPS inbox. Then follow these easy steps (complete with helpful visuals) to register.

Once you are registered in ADP check your name, title and pay rate for accuracy. Note that your location will show your primary job work site if you have more than one role. For custodial and food services employees your department leadership and reporting hasn't changed, but you will see your primary site location reflected in ADP.

No. Only hourly employees will follow this procedure. Hourly employees will have their choice of three convenient ways to record their time – through a web portal, a mobile app or with a physical time clock. Please note we are not able to offer tech support for the mobile app.

You can enter your time using the online portal or a physical time clock in your place of work. There is also a mobile app that will be available to staff who want to use it but we are not able to offer tech support for the mobile app.

Yes, you can correct/update your timecard by right clicking on the line you want to edit on the timecard and typing in the updated time. Then click “save” and submit it for approval. 

Teachers will still use Frontline to request a sub but use ADP to request vacation time and document sick time. Subs will still use Frontline to capture a job and ADP to document their time.

The mobile app will be available to staff who want to use it but we are not able to offer tech support for the mobile app.

Your accrual will not show all of the different types of leave time you have access to. As an example, personal time comes from sick time; it is not a separate bank you’d see in your accrual list. When you request time off you will be able to select the type of time off, and it will either withdraw from your personal accruals or a separate total (like for bereavement time).  

Accrual hours for full day (or half day) are below by bargaining unit. Talk to your supervisor if you have unique situations:

• BASE 8 hours (4 hours for half day)
• EdTechs 7.5 hours (3.75 hours for half day)
• SEC 8 hours (4 hours for half day)
• Teachers 7.5 hours (3.75 hours for half day)
• Non-Bargaining 8 hours (4 hours for half day)

Individual benefit information will be live in ADP later this week. Check back soon for more!

Log into ADP. Click on  "Myself" at the top, then go to “My Information” in the dropdown menu and click on “Profile.” Go to the “Personal Info” tile and, at the bottom of that tile, select the box that says “View more.” There you can update your name, phone number or address.

If you call yourself by a name other than your legal name, you can check a box and enter your chosen name.

Do not forget to hit “Save” once changes are made!

Employees can request time off easily in ADP by selecting the type of time they need to take off (sick, vacation, personal, etc.). The window for time off request will start with asking for the start time for the time off entry, and then the number of hours. This is specific to the workday for the individual based on their bargaining unit. The table below will show the time entry. 

Log into ADP. Click on"Myself" at the top and select the “Pay” tab in the dropdown menu. Click on “Payment Options."

There you can choose to edit an existing Direct Deposit or add a New Bank Account. 

Make required updates and be sure to save your changes!

Each year tax rates are updated by the federal government. With the first few pay cycles of 2024, you may see a change in your take home pay as a result of changes in tax rates. For many people this has meant a slight increase in pay.

In our prior system, paychecks showed all deductions, both employee and employer paid. In ADP the only deductions you will see are those that are employee paid. This means that if there is a deduction that PPS pays (such as your medical or dental), you will not see it in your deductions. Do not assume this means that anything is wrong with your benefits. Your benefits appear as one of the main tiles on the ADP home screen when you log in. You can check out those details easily by logging into your ADP account and going to the “My Benefits” tile on the homepage.

Family Illness/personal accruals: What you see as “available” in family illness and/or personal time represents the maximum available per contract, less any amount used so far this year. Employees are only able to use the family illness or personal time if they have time available in their sick accruals. 

Our pay days are every other Friday. However all banks process our payroll based on their standards. Some of you may see payroll show in your bank account on Thursday, some won’t see it until the end of the day Friday. Please wait until later in the day to enter a HelpDesk ticket if you don't see your paycheck first thing on a Friday.

Log into ADP. Click on "Myself" at the top, then go to the “Workforce Management” tab and click on “Dashboard.”

Once there, open the “My Timecard” tile. After your timecard is open, select “Add New” to create a new row. A window on the right will appear, select “Sub Day” from the dropdown menu. 

On each day you were a substitute in a school, enter a “1” for a full day or “.5” if subbing for a half day.  

On the upper right, click the “Save” button and your timecard will be updated to account for each day you subbed. 

Log into ADP. Click on "Myself" at the top, then go to the “Workforce Management” tab and click on “Dashboard.”
Once there, open the “My Timecard” tile. Select the “+” on the day subbing occurred. On the far right under the Pay Code column, select either “Ed Tech Sub Full” or “Ed Tech Sub Half.”  
Under amount put in 1 for either a Full or Half Day (this is a unit entry since it’s a total payment not by hours). Don’t forget to click on the “Save” button on the upper right!

Log into ADP. Click on "Myself" at the top, then go to the “Workforce Management” tab and click on “Dashboard.” 

Once there, open the “My Timecard” tile. Select the “+” on the day the extra hourly work occurred. On the far right under the Pay Code column, select “Additional $40.” Under amount, put in the number for each hour of additional work. Don’t forget to click on the “Save” button on the upper right!

*For existing employees as added time, or for tutors who only provide tutoring services

Log into ADP. Click on "Myself" at the top, then go to the “Workforce Management” tab and click on “Dashboard.” 

Once there, open the “My Timecard” tile. Under Timecard select “add new” to create a new row for this work. You can select the “+” on the left on the day you want to add hours to. 
Under Pay Code on the right select 'Tutor'. Enter the number of tutoring hours worked. Don’t forget to click on the “Save” button!