DATABASICS Expense Reporting system integrates to ADP Payroll to reimburse employee expense reports.
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. 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.
Earning 3 Code (Located in "Edit Profile Center Group" page)
Earning 3 Amount (Located in "Edit Profit Center Group" page)
Post Approved Expense Reimbursable Transactions 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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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.
Posting to ADP
Manual Process
Make sure DATABASICS Post Profile is configured as CSV output.
2. You could 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 Expense Post to ADP profile.
3. 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 file CSV file.
4. Download the CVS 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.
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.