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Pay by area for ADP Run

Lisa Kirby
  • Updated

If you use ADP Run for payroll, you can use Pay by area to modify the rates of an employee prior to export.

What is Pay by area?

Pay by Area allows you to pay employees different rates according to the different areas they work in or if they work in the same role under different conditions. 

If Pay by Area is enabled, pay sent to ADP will be adjusted depending on the Deputy area in which an employee worked. 

Exporting to ADP Run over the air with Pay by Area enabled

  1. Ensure that Pay by Area is set up on an employee's profile as outlined here.
  2. Set up multiple pay rates for an employee within ADP run. In ADP go to Employees > Directory > Select your employee > Payroll Information and then add accurate pay rates under the appropriate headers (Pay rate 2, Pay rate 3 etc).
  3. Ensure that an employee's payroll ID in Deputy is set to the corresponding employee's File Number in ADP. In ADP go to  Employees > Directory > Select your employee > Employee TimeClock ID.
  4. Configure your areas. In Deputy set the Area name to be equal to a department number within ADP. In ADP go to Company > Departments > Department Number.
  5. Additionally, set the Deputy Area export code to be equal to a department number within ADP. In ADP go to Company > Departments > Department Number.
  6. Map your pay rates by ensuring that the Deputy export code of your pay conditions matches Earning codes in ADP. In Deputy go to Timesheets > Export Timesheets > Select Date Range + Employees > Group by Pay Rate > Export Code > Edit and check against the earning codes within ADP. In ADP go to Company > Reports > All Reports > Earnings Codes.
  7. On the Timesheet export page in Deputy, ensure that the export range at the top of the screen aligns with an open pay period within ADP. To check this in ADP Run go to Pay Frequency Info.
  8. In Deputy, select the employee's timesheets 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, including any area-modified pay rates and departments, by going to ADP and checking Home > Time Sheet Import.

Exporting to ADP Run file download with Pay by Area enabled

  1. Firstly, ensure that Area Based Pay is set up on an employee's profile as outlined here.
  2. Set up multiple pay rates for an employee within ADP run. In ADP go to Employees > Directory > Select your employee > Payroll Information and then add accurate pay rates under the appropriate headers (Pay rate 2, Pay rate 3 etc).
  3. Ensure that an employee's payroll ID in Deputy is set to the corresponding employee's File Number in ADP. In ADP go to  Employees > Directory > Select your employee > Employee TimeClock ID.
  4. Configure your areas. In Deputy, set the Area name to be equal to a department number within ADP. In ADP go to Company > Departments > Department Number.
  5. Set the area export code to the rate associated with the above Department - either:
    • BASE - For the base rate set up defined for an hourly employee
    • RATE_2 - For the second rate listed in an hourly employees Payroll Information
    • RATE_3 - For the third rate listed in an hourly employees Payroll Information
    • RATE_4 - For the fourth rate listed in an hourly employees Payroll Information
    • RATE_5 - For the fifth rate listed in an hourly employees Payroll Information
    • HRLY4SLRY1 - For the first hourly rate defined for a salaried employee.
  6. On the Timesheet export page in Deputy, ensure that the export range at the top of the screen aligns with an open pay period within ADP. To check this in ADP Run go to Pay Frequency Info.
  7. In Deputy, select the employee's timesheets that you wish to export, and then select Group by Pay Rate.
  8. Ensure that the export codes of the pay rates in Deputy map to valid earning codes in ADP. In Deputy go to Timesheets > Export Timesheets > Select Date Range + Employees > Group by Pay Rate > Export Code > Edit and check against ADP earning codes: 
    • Regular hour code: REG
    • Overtime: OVT,
    • More earnings codes can be found in ADP at 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. In ADP go to 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 (see Note)
  12. Choose a pay frequency that corresponds to your employees pay frequency. In ADP go to Employees > Directory > Select your employee > Payroll Information > Pay Frequency.
  13. Click Export
  14. Upload the downloaded file to ADP at 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.

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