DATABASICS Expense Reporting system integrates to ADP Payroll for expense reimbursement.
...
ADP Reimbursement of expenses is primarily using the Earnings Code or Deduction Code feature in ADP. Restrictions and validations needed can take place to ensure the data is 100% validated before it gets posted to ADP.
Earnings Codes and Deduction Codes
A customer may process expense reimbursements using ADPs Earnings Code or Deduction Code feature. Most often Expense Reimbursement is
If Expense reimbursement is made using ADPs Earnings Code feature the reimbursement is posted as a positive number associated with one or more Earnings Code(s). Most often only one Earnings Code in ADP is used (e.g. “Expense Reimbursement”). However, a customer can utilize multiple ADP Earnings or Deduction Codes can , be mapped to either Expense Type Group or Expense Type in DATABASICS.
For example if the Earning Code is “Travel” “TVL - Travel” in ADP then we will configure DATABASICS Expense Type Group as Travel and then we will add all the expense types such as Airfare, Car Rental, Train, Lodging, etc. to the Travel and then when we post payment to ADP payroll we will the total sum of all expenses for Travel Earning code. Restrictions and validations needed can take place to ensure the data is 100% validated before it gets posted to ADP. , other expenses may post to a separate Earning Code like “EXP - Expense”.
If Expense reimbursement is made using ADPs Deduction Code feature the reimbursement is posted as a negative number associated with a Deduction Code.
DATABASICS Services Team will work to configure DATABASICS based on the customer requirements. The following fields are necessary in order to upload the custom CSV file into ADP:
Company Code (Located in "Edit Company" in ADP)
Batch ID (Located in "Edit Company" in ADP)
File # - Employee ID number in ADP and it is configured in the employee setup as other id in the employee setup.
And either:
Earning 3 Code is the ADP code that corresponds to a payroll accountwith reimbursement type. You may be able to locate them under Company > Earnings and Deductions.
Earning 3 Amount - Reimbursable amount.
Or:
Deduction Code - is the ADP code that corresponds deduction type. You may be able to locate them under Company > Earnings and Deductions.
Deduction Amount - Reimbursable amount (stated as a negative).
Post Approved Expense Reimbursable Transactions to ADP
DATABASICS will configure a profile to post all approved expenses in the following format:
· REVIEW CSV - For Manually Quick Entry
...
The Post to ADP profile configured in DATABASICS with query to retrieve only approved expense report and reimbursable amount is greater than zero. These queries are fully configurable by the customer depending on the requirements.
REPLACE
...
Posting to ADP
Manual Process
...