This article looks at the method of using Deputy to export to ADP RUN.

Getting Starting

For more information about connecting Deputy and ADP Run through the connector, check out our help guide here:

How to setup the Deputy + ADP Run Integration in your Deputy account

Enable ADP to Deputy Employee Sync

  • Select a location you would like to sync your employees to and click "edit settings."

Navigate to the Integrations tab, select 'ADP Run,' then click continue.

Now search for the 'New Worker > Sync to Deputy' under ADP and select 'Activate'.

Here you can customize the details of the sync. 

This includes:

Regular Pay Type:

  • All Regular Pay Types
  • Only Hourly Employees
  • Only Salary Employees
  • Only Daily Employees

Pay Frequency:

  • All pay frequency types
  • Weekly
  • Biweekly
  • SemiMonthly
  • Monthly
  • Daily
  • Every 2.6 weeks
  • Every 4 Weeks
  • Every 5.2 weeks

Send email invites to newly created employees:

  • Yes/No toggle

Turn it on for all locations:

  • Yes/No toggle

When you are satisfied with your preferences, click Save.

Further details of the employee sync:

The employee sync will assign employees to the Deputy location(s) which match exactly with the employee's location in ADP, based on the location name. The following scenarios will apply:

1) Single location in Deputy, single location in ADP

 All employees in ADP pull into one location in Deputy

2) Single location in Deputy, multiple locations in ADP

All employees in ADP pull into one location in deputy

3) Multiple locations in Deputy, multiple locations in ADP

All employees in ADP pull into a location in Deputy

If employee is in multiple locations in ADP, we will try to match based on the name of the location and assign that employee to all found locations in Deputy.

If employee is in one location in ADP, we will import that employee into the matching location.

If in any case an employee in ADP cannot be matched to a location in Deputy, we will assign that employee to the first created location in Deputy (the Location record ID = 1), or the Deputy location in which the employee sync was run.

If an employee is assigned a location in ADP which does not exist in Deputy when the employee is first synced, but the location is later created in Deputy, the employee will be associated to those matching locations once the employee sync runs again.

Please Note: While all other employee details dynamically update, Pay Type is unique, in that it is a one-time sync from ADP WFN to Deputy. Upon sync, an Employment Term is generated in Deputy based on the information found in ADP for the employee. After the Employment Term is generated, and the employee is using Deputy, ADP stops communicating employee pay details to Deputy. 

This means that, for example, if an employee who is already using Deputy gets a pay raise, and their pay is changed in ADP, this change will not be reflected in Deputy. Pay rates must be adjusted in both ADP, and the Employment Term in Deputy. 

Exporting to ADP RUN

*Please note that we can only export timesheet hours for 1099 CONTRACTORS  if the account only contains 1099 CONTRACTORS. We do not export timesheet hours for 1099 CONTRACTORS if the account also has W2 employees.

At the top of your screen in Deputy click Timesheets, then Export Time Sheets.

Use the location selector in the top left corner to choose a specific location to export, or all locations. Use the date selector to match the export dates in Deputy with your Pay Frequency Period start and end dates (find these in ADP Run under Company->Pay Frequency).

If the dates above do not match, you will not be able to export. If you are exporting for multiple Pay Frequencies in ADP Run, export only the employees associated with a given Frequency. Each unique Pay Frequency must be exported separately, and between exporting different Frequencies you will need to finalize the export in ADP as shown in Step 3.

Once the date and location have been selected, select employees to export by clicking them on the list to the left.

After selecting the employees, click the blue Export Selected Items button. In the window that appears, select ADP (US) - Over the Air.

There are two options for exporting timesheets to ADP Run:

  • Use Deputy Award Library pay rates*
  • Manually select overtime rules during export

*If your company uses semi-monthly payroll periods, you MUST use the Deputy Award Library export method.

Use Deputy Award Library pay rates

Using the Award Library rates requires that all employees be setup with an award rate (e.g. FLSA Standard, California, Labor Law) in their employee profile. If the employee does not have an award rate setup, or they are using the wrong award, then their pay, overtime or shift loadings will not be properly calculated if using the new Award Library rate option. You can learn more about the using the Award Library and US labor laws here: Custom Awards Library and USA State Labor Laws.

You will need to select the correct ADP earnings codes for each type of pay you wish to export. You can do so by selecting the correct code from the drop down menu for each of the following:

  • Ordinary Hours
  • Overtime
  • Double Time
  • Sick Leave
  • Annual Leave/Vacation 
  • Shift Loadings (Eg. Allowances)

Once you have chosen the options you need, click "Export".

Manually select overtime rules during export

In the list displayed use the dropdown menus to designate which rate codes your hours in Deputy should be exported to. Ordinary Hours are any hours worked that do not fall into Overtime categories. Shift Loadings (tips) can be exported to your desired rate code. For help on setting up tips, contact our support team at experience@deputy.com.

Overtime hours are any hours that fall within your chosen overtime buckets. You can select the following overtime categories by ticking them in any combination:

-Any hours over 8/10/12 per day
-Any hours over 40 in a week
-Any hours worked on a Sunday
-Any hours worked on a public holiday

You will need to select the correct ADP earnings codes for each type of pay you wish to export. You can do so by selecting the correct code from the drop down menu for each of the following:

  • Ordinary Hours
  • Overtime
  • Double Time
  • Sick Leave
  • Annual Leave/Vacation 
  • Shift Loadings (Eg. Allowances)

Once you have chosen the options you need, click "Export".

You will receive a notification that it has gone through successfully. Next, open your ADP account.

In ADP, go to your Home page and click Time Sheet Import.

On the following screen you will be asked to select the pay frequency you exported for. Please click it.

After selecting the Frequency, you will see the hours appear.

First, verify the hours are correct. You will see them assigned to the departments assuming you set them as explained above. Leave hours from Deputy will always appear as Unassigned. After verifying the hours, click "Accept Import Only" on the lower left. This will allow you to make any changes you need to. Finally, click "Approve" on the lower right corner in ADP.

Please note, after clicking Approve you will not be able to revert this import.

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