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

The ADP WFN Timesheet Export will allow you send approved timesheets from Deputy into your ADP account. This will allow you to process payroll inside of ADP using the Deputy timesheet data.

Getting Starting

Ensure your ADP account is connected to Deputy. For more information about connecting Deputy and ADP Workforce Now through the connector, check out our help guide here:

Configure your ADP Workforce Now Employee Sync and sync the data into your Deputy account:

Exporting to ADP Workforce Now

Data Fields

The following fields will be sent to ADP from your Deputy account:

     1. File Number
     2. AOID
     3. ADP Earning Code
     4. Hours
     5. Units ($ Amounts)

*Please note: For ADP Workforce Now's over the air payroll export, Tips have limited support. If Tips are cash and have already been paid to the employee, the payroll administrator should also input a deduction for the tip amounts for each employee in ADP Workforce Now. If Tips are from credit cards or otherwise still need to be paid to the employee, nothing extra is required. All Tips entries will be accompanied by a reportable earnings and benefits amount in ADP Workforce Now when exported from the over the air payroll export.

For ADP Workforce Now's over the air payroll export, Leave (Time Off) has some considerations based on your ADP account configuration. Time Off will automatically deduct from employee Time Off balances in ADP, if the ADP Workforce Now account is setup to have Autopay Benefit Accruals. If your ADP Workforce Now account is configured using Time Off Based Accruals, then the you must also submit the Time Off request data, using the ADP Workforce Now (US) - File Download method in Deputy, selecting the "Time Off" option, in order for any Time Off to deduct from the employee's balance in ADP.

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. You can find these in ADP Workforce Now under Process->Payroll->Payroll Schedule.

If the dates above do not match, you will still be able to export the data from Deputy, but it will not match you payroll schedule, and could cause incorrect pay to be issued. Be sure to double check the date range you are exporting from Deputy matches your payroll schedule in ADP Workforce Now. 

If you are exporting for multiple Pay Frequencies in ADP Workforce Now, 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.

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 Workforce Now:

  • 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 Loading Hours (Eg. Allowances)
  • Shift Loading Units (Eg. Tips)

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 Loading Hours (Eg. Allowances)
  • Shift Loading Units (Eg. Tips)

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.

Processing Payroll in Your ADP WFN Account

In ADP, navigate to Process->Payroll->Payroll Cycle.

Under Payroll Inputs, click into the latest Paydata Batch or click View All Batches to find the batch you just imported from Deputy.

Then, you will be able to view or make edits to the Paydata Batch.

Proceed with processing your ADP payroll as normal.

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