Summary

As your business grows, it is not unusual for an ADP RUN customer to upgrade your payroll software to ADP Workforce Now (WFN). This generally occurs when you have more than 50 employees or have other complex business requirements.

In the case that you need to switch your payroll platform at ADP, the following steps are recommended for you to update your Deputy account to work with your new ADP WFN payroll system.

How to Migrate a Deputy account from RUN to WFN

Pro Tip: You should NOT cancel any existing subscriptions from the ADP Marketplace for the “Deputy for ADP RUN” or “Deputy Connector For ADP RUN” subscription until the following steps have been completed. Doing so prematurely will delete your old Deputy account and all of the associated data. This data CANNOT be recovered once it is deleted.

If you purchased Deputy directly from Deputy.com (you receive a bill from Deputy each month): Jump to this section

If you purchased Deputy from the ADP Marketplace (ADP bills you each month for your Deputy account): Follow the steps below.

Migrating from an ADP Marketplace sold Deputy for ADP RUN account to a Deputy for ADP WFN account

1. Purchase a new subscription for Deputy for ADP Workforce Now®. Purchasing this subscription will create a new Deputy account to use with your new ADP WFN payroll. Login to your new Deputy account.

2. Configure the new Deputy business with the appropriate account structure: Locations, Areas, settings, etc. You do not need to copy the employee details into your new account yet. It may be helpful to reference your original Deputy account and copy all of those configurations over to your new Deputy account. You can also choose to use the Deputy Data Exporter to download the information from your original Deputy account. Then, after reformatting the data, you can import the data into your new Deputy account using the Importer Wizard.

3. Set up the ADP WFN integration. Once the new Deputy account is configured correctly, you should then set up your ADP WFN integration. Follow these guides to

  1. Connect Deputy to your new ADP WFN account (required)

  2. Sync your ADP WFN employee details into the new Deputy account (required)

  3. Configure and run the ADP WFN leave balance sync (optional)

Pro tip: you may want to wait to invite your employees to the new Deputy account until you have finished setting everything up. You can toggle this option when setting up the ADP WFN employee sync.

4. Create your schedules. Now that the new Deputy account is connected to the ADP WFN account and the employees have been synced, you can create the schedules. If you had previously built out a long-term schedule, you can download the schedule from your original Deputy account and import it into the new Deputy account with the Deputy Data Exporter and Importer Wizard.

5. Invite your employees to use the new Deputy account. If you did not invite your employees to use the new Deputy account, you can do so by following these steps.

6. Decide how to handle your original Deputy account. Finally, when all employees are set up and using the new Deputy instance connected to the new ADP WFN account, you must decide how to manage the original Deputy account and data. There are two options for this:

  1. Export all of your old account data and cancel the subscription for the original Deputy for ADP RUN: You will want to make sure that all pending timesheets in your original Deputy for ADP RUN account have been exported to ADP RUN for payroll processing. Then you can save all of the data in your original account and download that data for future use. This can be done using the Data Exporter tool. Once you have closed out any pending timesheets and downloaded all the data you need, you can safely cancel your old Deputy for ADP RUN subscription in the ADP Marketplace. Doing so will delete the original account and all associated data. IMPORTANT: This data CANNOT be recovered once it is deleted.

  2. Keep your original account active but with no employees: You can "archive" all of your employees in the original Deputy for RUN account, except yourself, and this will stop billing for all of your employees but will allow you to access all of the historical data. You will still be billed for your single user in the account.

7. You are done! Start using your new Deputy account for WFN!

Migrating from a Deputy account using ADP RUN to a new Deputy using ADP WFN

If you purchased Deputy directly from Deputy.com (you receive a bill from Deputy each month):

1. Create a new Deputy instance to sync with your new ADP WFN account. While logged into your Deputy account, click on your name in the top right corner, then "Account overview". On the next screen, select "Add a new business." Enter the required details.

2. Configure the new Deputy business with the appropriate account structure: Locations, Areas, settings, etc. You do not need to copy the employee details into your new account yet. It may be helpful to reference your original Deputy account and copy all of those configurations over to your new Deputy account. You can also choose to use the Deputy Data Exporter to download the information from your original Deputy account. Then, after reformatting the data, you can import the data into your new Deputy account using the Importer Wizard.

3. Purchase the Deputy Connector for ADP Workforce Now®. Inside of your ADP Marketplace account, you will need to purchase the data connector application to sync your ADP account to Deputy.

4. Set up the ADP WFN integration. Once the new Deputy account is configured correctly and you have purchased the connector application, you should then set up your ADP WFN integration. Follow these guides to

  1. Connect Deputy to your new ADP WFN account (required)

  2. Sync your ADP WFN employee details into the new Deputy account (required)

  3. Configure and run the ADP WFN leave balance sync (optional)

Pro tip: you may want to wait to invite your employees to the new Deputy account until you have finished setting everything up. You can toggle this option when setting up the ADP WFN employee sync.

5. Create your schedules. Now that the new Deputy account is connected to the ADP WFN account and the employees have been synced, you can create the schedules. If you had previously built out a long-term schedule, you can download the schedule from your original Deputy account and import it into the new Deputy account with the Deputy Data Exporter and Importer Wizard.

6. Invite your employees to use the new Deputy account. If you did not invite your employees to use the new Deputy account, you can do so by following these steps.

7. Decide how to handle your original Deputy account. Finally, when all employees are set up and using the new Deputy instance connected to the new ADP WFN account, you must decide how to manage the original Deputy account and data. There are two options for this:

  1. Export all of your old account data and cancel the subscription for the original Deputy for RUN: You will want to make sure that all pending timesheets in your original Deputy for ADP RUN account have been exported to ADP RUN for payroll processing. Then you can save all of the data in your original account and download that data for future use. This can be done using the Data Exporter tool. Once you have closed out any pending timesheets and downloaded all the data you need, you can safely cancel your Deputy Connector for ADP RUN subscription in the ADP Marketplace. Before canceling the old subscription, you will want to make sure your new Deputy for WFN account is ready to be used. Once you are satisfied you have completed everything in your original Deputy account and are ready to go in your new Deputy for WFN account, you can cancel the original Deputy account subscription. Doing so will delete the original Deputy account and all associated data. IMPORTANT: This data CANNOT be recovered once it is deleted

  2. Keep your original account active but with no employees: You can "archive" all of your employees in the original Deputy for RUN account, except yourself, and this will stop billing for all of your employees but will allow you to access all of the historical data. You will still be billed for your single user in the account.

8. You are done! Start using your new Deputy account for WFN!

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