DATABASICS Expense Reporting system integrates to APS Payroll for expense reimbursement.
Expense Type Mapping to APS Dollar Abbreviation
APS Reimbursement of expenses is using the Dollar Abbreviation in APS. Restrictions and validations needed can take place to ensure the data is 100% validated before it gets posted to APS.
APS Dollar Abbreviations
A customer will process expense reimbursements using APS' Dollar Abbreviation feature, see Company Income Details screen:
If Expense reimbursement are posted as a positive number associated with one or more Dollar Abbreviations. Most often only one Dollar Abbreviation in APS is used (e.g. “ExpRmb”). However, a customer can utilize multiple ADP Earnings or Deduction Codes, be mapped to either Payment type, Expense Type Group or Expense Type in DATABASICS.
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 APS:
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 is the ADP code that corresponds with reimbursement type. You may be able to locate them under Company > Earnings and Deductions.
Earning 3 Amount - Reimbursable amount.
Post Approved Time / Expense Reimbursable Transactions to ADP
DATABASICS will configure a profile to post all approved expenses according to the customer’s requirement. The file produced will be generated along with the reimbursement details to show up on the user’s paystub.
The Post to APS profile configured in DATABASICS with query to retrieve only approved expense reports and reimbursable amounts greater than zero. These queries are fully configurable by the customer depending on the requirements.
DATABASICS will provide a tailored file output for APS.
Example DATABASICS Post Expenses for reimbursement profile:
Importing into APS
To import into ADP, log into APS as administrator.
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.
2. You 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 Expense Extract Reimbursements 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 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.
Deduction Code Posting Example:
Earnings Code Posting Example:
