About ADP Workforce Now Essential Time
ADP Workforce Now Essential Time is an automated employee Time and Labor Management solution offered with the ADP Workforce Now payroll package.
When using Essential Time, employees' individual time punches will be recorded in ADP, all of the labor rules configured inside of ADP WFN will be applied to the timecards, and once all timecards are approved, the detailed pay data will be created for payroll processing.
Sync time clock punches from Deputy into ADP Essential Time
- Deputy's integration with ADP WFN Essential Time allows your employees and managers to use a single app for scheduling and time tracking
- Build and publish your schedules in Deputy
- Employees can easily clock their time using the Deputy mobile apps for iOS and Android, Deputy Kiosk (iOS) and Time Clock (Android) apps, or the Deputy web app.
- All Deputy timesheet data flows into ADP Essential Time for timecard approval
- Get started in Deputy faster - No need to configure your ADP pay rules or local labor law calculations into Deputy
- Save time and money using Deputy's free apps that can be installed on iPhones, Android phones, iPads, and Android tablets
Data That Will Sync
- Terminal Name
- Time Punch Date and Time
- Punch Event Type (Clock In, Clock Out, Meal Out)
Frequency of Data Syncs
- The integration runs every 15 minutes to check your Deputy account for new time punches to send to ADP
- You can manually run the integration for a given historical time period using the options in the Essential Time Clock integration configuration screen
Prerequisites for using the Essential Time Clock Integration
Purchase a subscription in ADP Marketplace
In order to access the Essential Time Clock integration in your Deputy account, you must first purchase the appropriate subscription in the ADP Marketplace.
If you already have a Deputy account, you should purchase the Deputy Connector for ADP Workforce Now® app and select the ADP Workforce Now Essential Time - Deputy Connector & Essential Time Clock Integration edition. This edition will allow you to connect your existing Deputy account with your ADP WFN payroll and Essential Time system.
If you are planning to purchase a Deputy account from ADP, you should choose the Deputy for ADP Workforce Now® app and select the Premium - Essential Time Clock Integration edition. This edition will provide you with a new Deputy account and the Essential Time Clock integration for ADP.
Authorize the Deputy Integration
Once you have completed the subscription purchase, you will need to approve the Deputy consent request to access your ADP account. While logged into your ADP account, go to the Consent Manager and look for a Pending Request from Deputy. Approve all requests from Deputy.
Configuring ADP WFN Essential Time
When your ADP Essential Time system was configured, all of the following details should have been setup. Please check that your system has an active Essential Time module, that your settings meet Deputy's guidelines, and that you understand how your Pay Classes and Break Rules are configured in ADP, as these will impact how you need to configure the Deputy integration.
Employees are required to have the “Time & Attendance” module active in their Employment Profile>Time & Attendance>Using Time & Attendance:
Employees are required to have a BadgeID set in their Time & Attendance profile:
Their Pay Class will determine several rules about how their time punches are calculated, including how meal and rest breaks are determined to be paid/unpaid, if there are meal break premiums, etc. The Pay Class also holds details about the pay conditions, such as overtime rules, paid holidays (but not PTO/time off), shift differentials, pay codes, and related info used in the payroll process. Details can be found under People>Time & Attendance>Individual Time Card>Show Pay Class:
Pay Classes can be created and edited by a system admin in ADP, under Setup>Time & Attendance>Additional Configuration>Global Settings>Setup Wizard:
There are both Meal Plan (which contain Meal Rules), and Break Rules, which can be assigned and configured as part of the Pay Class.
These rules determine how you might configure the Deputy Essential Time Clock integration to classify the meal and rest breaks inside of ADP.
Note: ADP supports certain meal break rules, which automatically deduct a meal break from the timecard after a single “meal out” punch. Deputy does not support these types of meal break rules with our integration. You MUST use a rule which has both an out punch and an in punch for meal breaks (if you are having employees clock their meal breaks).
Configure the Deputy Integration
Configure and run the WFN employee sync
You MUST run the WFN employee sync to ensure a successful sync will occur when you turn on the Essential Time Clock sync. Instructions on how to set up the WFN employee sync are here.
Configure and run the WFN leave balance sync (optional)
Once you have set up and run the WFN employee sync, you can optionally set up and run the WFN leave balance sync. This is not required to use the Essential Time Clock sync but would be helpful if you plan to allow your employees to enter leave requests inside of Deputy. Instructions on how to set up the WFN leave balance sync are here.
Configure and run the Essential Time Clock sync
Once you have successfully run the WFN employee sync, you can configure and start using the Essential Time Clock sync.
Go to Location Settings for the location you would like to link, and navigate to the Notifications & Integrations section. Select ADP WFN, and then choose the Import Export Time Punches > Sync to Essential Time.
Depending on these meal and rest break rules configuration in ADP, you will need to select the appropriate combination of rules in the Deputy<>ADP Essential Time Clock integration screen:
ADP Terminal Name:
- This can be any name or value, there is no corresponding setting in the ADP UI. This name is used to distinguish different devices or integration on the backend of ADP to log the time punches coming in via API. Under our current setup, each instance of the ADP TIme Clock integration could have its own terminal name. If “all location” option is selected, only one terminal name will be sent for all punches.
Meal break options:
- Send nothing - used when meal breaks are not clocked at all (i.e. meal breaks are paid time) or when the user has configured meal breaks to auto deduct without a time punch via the meal rules.
- Meal out - DEFAULT VALUE - when the employee in Deputy clocks out for a meal break, we send the punch as “Meal Out” (lunchout in the API). This option should be used when the user has configured a meal rule to use the “meal out” operation to designate the start of a meal break in ADP.
- Clock out - when the employee in Deputy clocks out for a meal break, we send the punch as “Clock Out” (clockout in the API). This option should be used when the user has configured a meal rule to use the “clock out” operation to designate a meal break as the start of a gap in non-worked time in ADP.
Rest break options:
- Send nothing - used when rest breaks are not clocked at all (i.e. rest breaks are paid time) or when the user has configured rest breaks to auto deduct without a time punch via the break rules.
- Clock out - DEFAULT VALUE - when the employee in Deputy clocks out for a rest break, we send the punch as “Clock Out” (clockout in the API). This option should be used when the user has configured a break rule to use the “clock out” operation to designate a rest break as the start of a gap in non-worked time in ADP.
Who to notify about errors:
- Used only in the Deputy system to notify users in this instance about integration errors. When setting up the integration, the customer will be able to select user(s) in the instance to receive error notifications. The options are restricted to any single user who has a timesheet exporting permission, or all System Administrators.
- For every scheduled run of the integration, the status of the previous invocation will be checked and reported. This is due to the asynchronous nature of ADP’s API - we cannot get an immediate status on whether the punches sent across were successfully added or not. Errors are only reported when a 400 (Bad Request) or 207 (Multi-Status) status code is returned - all punches were erroneous, or some of the punches were erroneous, respectively.
- Errors notifications are reported in the Deputy UI for the selected user(s), and the error details are added to as a custom app data record, where the KeyString refers to the Event ID provided by ADP for the batch request.
Start Clocking Time in Deputy
Once the Essential Time Clock integration is running, your employees can start clocking their time in Deputy. Time punches from the iOS and Android phone apps, the iOS Kiosk and Android Time Clock apps, and the Deputy web app, will all flow into Essential Time.
The integration runs every 15 minutes and looks for any punches in Deputy. If it finds any punches, we send them over to ADP. The end result will look like below:
The timecard for a given employee can be found under People>Time & Attendance>Individual Timecard:
Pro Tip: You do not need to approve any timesheets in Deputy. All time data will flow over to ADP regardless if timesheets are approved or not approved.
After Deputy sends time punch data to ADP, there is not timesheet edit or re-sync capability in the integration. This means you must edit all timecard punches inside of ADP if you need to correct a timesheet.
Note: the Essential Time Clock integration does not send over data for Deputy leave timesheets or time off requests. If your employees enter time off requests in Deputy, you must manually upload this data into ADP. See below.
Running Payroll in ADP
Upload the Time Off file to ADP
If your business is using Deputy for time off requests, you should upload the ADP WFN file export “Time Off” version into your ADP account (Process>Utilities>Import>Time Off Accruals). If your business does not use this feature in Deputy, then you can skip to the next step - Approving Timecards.
After the file is uploaded two things will occur:
The time off hours will be applied to all applicable time cards. This will allow the time off hours to be PAID during the payroll process
The time off accruals and balances for each employee will be updated.
After uploading the time off hours, you must approve all timecards for all employees before attempting to process payroll.
Complete Payroll Run
After approving all time cards and uploading the time off request data, you will go to Process>Payroll Cycle>Add Time/Time Off Batch. You will need to resolve any errors and all of the timecard and time off requests will be processed and ready for payroll.
You will then follow any remaining steps in the ADP payroll process.
Integration Data Flow Details
- One way sync, Deputy => ADP
- Runs every 15 minutes to check customer’s Deputy account for new time punches to send to ADP
- Integration POSTs time punch data in batches of 500 records
- The payload includes the date and time of time punch, and the action type (Clockin, Clockout, Lunchout)
- Clockin and Clockout actions are determined by the punch type inside of Deputy
- Lunchout actions are determined by the break type inside of Deputy
- Customer will configure break options inside of Deputy to determine how the integration will post the break related punches to ADP:
- Customer can manually select a time period to sync previously submitted time punches from Deputy to ADP
- Customer can enter a terminal name (defaults to ADP’s CLOCK1 standard) to be used for all time punch payloads
- Editing of errors or forgotten time punches should be completed inside of the customer’s ADP account
- Error reporting: We check the previous run’s transactionID and report to the user in Deputy any errors which may have occurred with the integration.
Fields and Data to Sync
|ADP API Field
|Customer can enter a terminal name (defaults to ADP’s CLOCK1 standard) to be used for all time punch payloads
|BadgeID (custom data field)
|If badgeID is not found within Deputy, time punch data cannot be sent to ADP
|Time Punch Date and Time
|Time Punch Date and Time
Punch Event Type
Clockin and Clockout actions are determined by the punch type inside of Deputy.
Lunchout actions are determined by the break type inside of Deputy.
Customer will configure break options inside of Deputy to determine how the integration will post the break related punches to ADP:
Meal breaks – customer can choose to post meal break punch out as “lunchout” or “clockout”, or or the option to not send meal break punches to ADP. Default value is “lunchout.”
Rest breaks – customer can choose to post rest breaks punch out as “clockout” or the option to not send rest break punches to ADP. Default value is “clockout.”