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ADP Payroll
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Expense Type Mapping to EDP Earnings / Deduction Code
Most often Expense Reimbursement is one Earnings Code in ADP. However, 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” 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 endure the data is 100% validated before it gets posted to ADP. DATABASICS Services Team will work to configure DATABASICS based on the customer requirements.
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Posting
ADP payroll is mainly related to worked hours, handled as REG and O/T in the system. Other date elements may form part of the posting based on customer’s requirements.
Mapping Time to ADP Hours 3 Codes
Exception classes of time is handled in ADP as Hours 3 Codes. These can be set up per customer requirement in ADP and mapped to equivalent Time Codes in DATABASICS.
Example list or ADP Hours 3 Codes Mapped to Time Codes in DATABASICS:
ADP | DATABASICS Time Code |
|
BRV | BEREAVEMENT | Bereavement |
HOL | HOL | Holiday |
JUR | JUR | Jury Duty |
SCK | SCK | Sick |
DBL | DT | Double Time |
Note that Hours 3 Codes can be both worked hours and non-worked hours.
Post Approved Timesheets to ADP
DATABASICS will configure a profile to post all approved expenses in the following format:
· CSV - For Manually Quick Entry
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timesheets to ADP Payroll for labor payroll processing. The file produced will identify the ADP Company the reimbursement will be generated from, along with the payroll details to show up on the user’s paystub.
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 timesheets for the payroll period. The query is fully configurable by the customer depending on the requirements.
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Posting to ADP
The output will be arranged per ADP Company and will include logic supporting customer requirements, like auto payroll considerations and possibly calculated values for OT and DT.
DATABASICS can post directly to ADP Workforce Now, other for other ADP Programs we will provide a tailored file output to support the payroll process.
Example DATABASICS Post Timesheets for payroll profile:
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Importing into ADP Workforce Now Payroll
To import into ADP, log into Workforce Now at workforcenow.adp.com. You will need to have Practitioner or Limited Practitioner rights.
You will need to begin by starting a new payroll cycle. If you have already done so, please skip these steps. Once you have started a new payroll cycle, or if you would like to import your data into an existing payroll cycle, select Process from the top navigation bar. The options will vary depending on your role within ADP Workforce Now. Select Utilities and choose Import. Then select Paydata. Upload the file Select your exported payroll file from DATABASICS that you already downloaded by clicking Add Files. ADP Workforce Now will bring you back to your unprocessed payroll files. Select the appropriate file(s) using the check box and click Other Actions. Click Start to begin processing payroll.
NOTE: DATABAICS has the ability to rollback a posted batch as long as it is not processed in ADP yet. You may need to contact support@data-basics.com or submit a ticket online to request a rollback to posted expense batch.
Importing Into ADP using Manual Process
Make sure DATABASICS Post Profile is configured as CSV output.
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You
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can schedule the extract or run it as needed. To run the extract go to Admin --> Data Piping → All Profile Task --> click on
Run Now for
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ADP - Extract Approved Timesheets profile.
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Once it runs it will take you to Job Instances to view the status and once it completed you will be able to download the
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CSV file.
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4. Once you download the CSV file process in ADP
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2. Download the CSV file to Downloads folder on your computer. Click Upload when you are ready. Once you have added your payroll file from DATABASICS to your import, select the appropriate file(s) using the check box and click Done. ADP Workforce Now will bring you back to your unprocessed payroll files.
ADP Payroll Posting Example:
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NOTE: DATABAICS has the ability to rollback a posted batch as long as it is not processed in ADP yet. You may need to contact support@data-basics.com or submit a ticket online to request a rollback to a posted expense timesheet batch.