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Pay by area for ADP Workforce Now

Lisa Kirby
  • Updated

If you use ADP WFN for payroll, you can now 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 WFN 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. Ensure that your employee's profile data match between ADP and Deputy (Names and email adresses)
  3. Ensure an employee's payroll ID in Deputy is set to the corresponding employee's File Number in ADP.  In ADP to Home > People > Employment Profile >Position > File #.
  4. Create your area-based pay rate in ADP by navigating to Home > Employment Profile > Pay Rates > Rate Code.
  5. Configure your areas: 
    • set the area name in Deputy to match a valid department number in ADP. Go to Setup > Validation Tables > Department > Code.
    • Set the area export code in Deputy to a valid Earnings code in ADP. Go to Home > Employment Profile > Pay Rates >Rate Code.
  6. In Deputy, on the Timesheet export screen, ensure that the export date range at the top of the screen aligns with an open pay period within ADP. In ADP go to Process > Payroll Schedule.
  7. In Deputy, select the employees that you wish to export, and then click 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.

Exporting to ADP WFN file download with Pay by area enabled

Exporting Timesheets

  1. Ensure that Pay by Area is set up on an employee's profile as outlined here.
  2. Ensure that your employee's profile data match between ADP and Deputy (names and email addresses)
  3. Ensure an employee's payroll ID in Deputy is set to the corresponding employee's File Number in ADP. In ADP go to Home > People > Employment Profile > Position > File #.
  4. Create your area-based pay rate, by navigating in ADP to Home > Employment Profile > Pay Rates  > Rate Code.
  5. Configure your areas:
    • set the area name in Deputy to match a valid department number in ADP. Go to Setup > Validation Tables > Department > Code
    • set the export code in Deputy to a valid Earnings code in ADP. Go to Home > Employment Profile > Pay Rates >Rate Code.
  6. In Deputy, on the Timesheet export screen ensure that the export date range at the top of the screen aligns with an open pay period within ADP. In ADP go to Process > Payroll Schedule.
  7. In Deputy, select 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. Set the company code to be the company ID within ADP WFN. In ADP go to Setup > Payroll > Company Options > Cocode.
  10. Export your file, set the output name to be PR[Company Code]EPI.csv and save it on your computer.
  11. Upload the file to ADP WFN.  In ADP go to Process > Import > Paydata.
  12. On the following screens you can see the timesheet uploaded, with pay rates and departments reflective of the Deputy area in which they worked.

Exporting Leave

For exporting leave, follow the steps as outlined for Exporting Timesheets up until Step 8 above then continue: 

9. Select the drop-down menu under Export As and select Time Off then click Export.

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10. Upload leave in ADP to Process > Import >Time and Attendance.

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