Using Area Based Pay in ADP

If you use ADP (WFN or RUN) for payroll, you can now use Area Based Pay to modify the rates of an employee prior to export. If ABP is enabled, pay sent to ADP will be adjusted depending on the area in which an employee worked - allowing you to pay an employee more if they occasionally work a different role, or the same role under different conditions.

This guide will cover

  1. Exporting to ADP Run OTA

  2. Exporting to ADP Run File Download

  3. Exporting to ADP WFN OTA

  4. Exporting to ADP WFN File Dowload


ADP Run - OTA:

  1. Firstly, ensure that Area Based Pay is set up on an employees profile as outlined here.

  2. Set up multiple pay rates for an employee within ADP run, by navigating to payroll information ( Employees -> Directory -> *Select Employee* -> Payroll Information ) and then adding accurate pay rates under the appropriate headers (Pay rate 2, Pay rate 3, etc)

  3. Ensure that an employees timesheet export code is set to the corresponding employees File Number ( Employees -> Directory -> *Select Employee* -> Employee TimeClock ID )

  4. Configure your areas - set the area name to be equal to a department number within ADP (Company -> Departments -> Department Number)

  5. Additionally set the area export code to be equal to a department number within ADP (Company -> Departments -> Department Number)

  6. Map your pay rates - by ensuring that the the export code of your pay conditions (Timesheets > Export Timesheets > Select Date Range + Employees > Group by Pay Rate > Export Code > Edit ) map to earning codes within ADP (Company -> Reports -> All Reports -> Earnings Codes)

  7. On the export screen, ensure that the export range at the top of the screen aligns with an open pay period within ADP (Pay Frequency Info within ADP Run)

  8. Click the employees that you wish to export, and then select “Export Selected Items”

  9. Choose ADP (US) - Run - Over The Air from the options menu.

  10. Ensure the Earnings codes mappings are correct - or remap them as you wish to a valid ADP earnings code in the dropdown

  11. Setting a mapping value as "Don't Export" will exclude the timesheet from being sent to ADP for Over The Air Integrations.

  12. Click export.

  13. You can check if the export was successful, include any area modified pay rates and departments, by navigating to Home -> Time Sheet Import.


ADP Run - File Download:

  1. Firstly, ensure that Area Based Pay is set up on an employees profile as outlined here.

  2. Set up multiple pay rates for an employee within ADP run, by navigating to payroll information ( Employees -> Directory -> *Select Employee* -> Payroll Information ) and then adding accurate pay rates under the appropriate headers (Pay rate 2, Pay rate 3, etc)

  3. Configure your areas - set the area name to be equal to a department number within ADP (Company -> Departments -> Department Number)

  4. Ensure that an employees timesheet export code is set to the corresponding employees TimeClock ID ( Employees -> Directory -> *Select Employee* -> Employee TimeClock ID )

  5. Set the area export code to the rate associated with the above Department - either

    1. BASE - For the base rate set up defined for an hourly employee

    2. RATE_2 - For the second rate listed in an hourly employees Payroll Information

    3. RATE_3 - For the third rate listed in an hourly employees Payroll Information

    4. RATE_4 - For the fourth rate listed in an hourly employees Payroll Information

    5. RATE_5 - For the fifth rate listed in an hourly employees Payroll Information

    6. HRLY4SLRY1 - For the first hourly rate defined for a salaried employee.

  6. On the export screen, ensure that the export range at the top of the screen aligns with an open pay period within ADP (Pay Frequency Info within ADP Run)

  7. Click the employees that you wish to export, and then select “Group by pay rate”

  8. Ensure that the export codes of the pay rates (Timesheets > Export Timesheets > Select Date Range + Employees > Group by Pay Rate > Export Code > Edit ) map to valid earning codes within ADP (Regular hour code: REG, Overtime: OVT, More earnings codes can be found in (Company -> Reports -> All Reports -> Earnings Codes)

  9. Choose ADP (US) - Run - File Download from the options menu.

  10. Set the IIQ to be the Customer ID (ADP Run Home -> Scroll to bottom -> The first 8 digits next to the header “Customer ID”)

  11. In the worked department dropdown, select Deputy Area / Department *

  12. Choose a pay frequency that corresponds to your employees pay frequency (Employees -> Directory -> *Select Employee* -> Payroll Information -> Pay Frequency)

  13. Click Export

  14. Upload the downloaded file to (Home -> Time Sheet Import)

  15. On the following screens you can see the timesheet uploaded, with pay rates and departments reflective of the Deputy area in which they worked.

* Note: You can also choose to segment your employees by Deputy location. In this case, ensure the name of the location is a valid ADP Run Department Number and the Location Export Code is a valid rate code.


ADP WFN - File Download:

  1. Firstly, ensure that Area Based Pay is set up on an employees profile as outlined here.

  2. Ensure that your employees profiles match (Name and Emails)

  3. Ensure their timesheet export code is set to the corresponding employees File Number (Home->People-> Employment Profile->Position->File #)

  4. Create your area based pay rate, by navigating to Home->Employment Profile -> Pay Rates ->Rate Code

  5. Configure your areas, by setting the area name to a valid department number (Setup -> Validation Tables -> Department -> Code) and the area export code to a valid Earnings code (Home->Employment Profile -> Pay Rates ->Rate Code)

  6. On the export screen, ensure that the export range at the top of the screen aligns with an open pay period within ADP (Process -> Payroll Schedule within ADP WFN)

  7. Click the employees that you wish to export, and then select “Export Selected Items”

  8. Choose ADP (US) - WFN - File Download from the options menu.

  9. Go to the export page in deputy, choose the employees you wish to export and click ‘Export Selected Items

  10. Set the company code to be the company ID within ADP WFN ( Setup -> Payroll -> Company Options -> Cocode)

  11. Export your file, set the output name to be PR[Company Code]EPI.csv

  12. Upload the file (Process -> Import -> Paydata)

  13. On the following screens you can see the timesheet uploaded, with pay rates and departments reflective of the Deputy area in which they worked.

  14. For leave, select dropdown next to ‘Timesheet’ and select ‘Time Off’

  15. Upload leave to (Process->Import->Time and Attendance)

ADP WFN - OTA:

  1. Firstly, ensure that Area Based Pay is set up on an employees profile as outlined here.

  2. Ensure that your employees profiles match (Name and Emails)

  3. Ensure their timesheet export code is set to the corresponding employees File Number (Home->People-> Employment Profile->Position->File #)

  4. Create your area based pay rate, by navigating to Home->Employment Profile -> Pay Rates ->Rate Code

  5. Configure your areas, by setting the area name to a valid department number (Setup -> Validation Tables -> Department -> Code) and the area export code to a valid Earnings code (Home->Employment Profile -> Pay Rates ->Rate Code)

  6. On the export screen, ensure that the export range at the top of the screen aligns with an open pay period within ADP (Process -> Payroll Schedule within ADP WFN)

  7. Click the employees that you wish to export, and then select “Export Selected Items”

  8. Choose ADP (US) - WorkForce Now - Over The Air from the options menu.

  9. Select ‘Utilize a custom Award from Deputies Award Library’ as the export rule.

  10. Ensure the Earnings codes mappings are correct - or remap them as you wish to a valid ADP earnings code in the dropdown

  11. Setting a mapping value as "Don't Export" will exclude the timesheet from being sent to ADP for Over The Air Integrations.

  12. Click export.

  13. You can check if the export was successful, including any area modified pay rates and departments, by navigating to Process -> Payroll -> Payroll Cycle and selecting the most recent pay data batch.

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