Our ADP Workforce Now (WFN) integration allows you to:

  • Sync employees
  • Export timesheets and leave Over the Air 
  • Export timesheets via file download
  • Export leave hours via file download

First, let's connect to ADP.

Connecting ADP Workforce Now to Deputy

Click on the Locations tab, then click Edit Settings on the location you would like to connect. After this, navigate to the Payroll tab and click 'Connect to ADP'. The following window will appear. You will have different ways to connect:

Deputy Connector
If you purchased Deputy by signing up at Deputy.com directly, you will need to follow the steps on the right side of the screen for "Purchase Deputy On My Own."
Once you have purchased the Deputy Connector from the ADP marketplace,
you will need to authorize Deputy to access your ADP data. You can do this here. Once this is complete, you can click 'Connect'.

Please note: In order for the connector to work, the email address used to authorize the connector and the email address for the current user must match. 

After this is complete, your Payroll tab will confirm the connection with ADP.

Set Up Employee Sync

We sync the following employee details from ADP WFN to Deputy:

  • First and Last Name
  • Email
  • Phone Number
  • Gender
  • Hire Date
  • Birthday
  • Address
  • Pay Type (salary, hourly, seasonal) 

Please Note: While all other employee details dynamically update, Pay Type is unique, in that it is a one-time sync from ADP WFN to Deputy. Upon sync, an Employment Term is generated in Deputy based on the information found in ADP for the employee. After the Employment Term is generated, and the employee is using Deputy, ADP stops communicating employee pay details to Deputy. 

This means that, for example, if an employee who is already using Deputy gets a pay raise, and their pay is changed in ADP, this change will not be reflected in Deputy. Pay rates must be adjusted in both ADP, and the Employment Term in Deputy. 

To set up employee syncing to Deputy from ADP WFN, head to your Locations tab and click Edit Settings on the Location you would like to edit.

Navigate to the Integrations tab, select 'ADPWFN' then click continue.

Now search for the 'New Worker > Sync to Deputy' under ADP and select 'Activate'.

Here you can customize the details of the sync. 

This includes:

Regular Pay Type:

  • All Regular Pay Types
  • Only Hourly Employees
  • Only Salary Employees
  • Only Daily Employees

Pay Frequency:

  • All pay frequency types
  • Weekly
  • Biweekly
  • SemiMonthly
  • Monthly
  • Daily
  • Every 2.6 weeks
  • Every 4 Weeks
  • Every 5.2 weeks

Send email invites to newly created employees:

  • Yes/No toggle

Turn it on for all locations:

  • Yes/No toggle

When you are satisfied with your preferences, click Save.

Further details of the employee sync:

The employee sync will assign employees to the Deputy location(s) which match exactly with the employee's location in ADP, based on the location name. The following scenarios will apply:

1) Single location in Deputy, single location in ADP

 All employees in ADP pull into one location in Deputy

2) Single location in Deputy, multiple locations in ADP

All employees in ADP pull into one location in deputy

3) Multiple locations in Deputy, multiple locations in ADP

All employees in ADP pull into a location in Deputy

If employee is in multiple locations in ADP, we will try to match based on the name of the location and assign that employee to all found locations in Deputy.

If employee is in one location in ADP, we will import that employee into the matching location.

If in any case an employee in ADP cannot be matched to a location in Deputy, we will assign that employee to the first created location in Deputy (the Location record ID = 1), or the Deputy location in which the employee sync was run.

If an employee is assigned a location in ADP which does not exist in Deputy when the employee is first synced, but the location is later created in Deputy, the employee will be associated to those matching locations once the employee sync runs again.

Timesheet Export

Deputy has two options to export timesheet data for ADP Workforce Now: Over the Air and file download.

Over the Air Export:

*Please note: For ADP Workforce Now's over the air payroll export, Tips have limited support. If Tips are cash and have already been paid to the employee, the payroll administrator should also input a deduction for the tip amounts for each employee in ADP Workforce Now. If Tips are from credit cards or otherwise still need to be paid to the employee, nothing extra is required. All Tips entries will be accompanied by a reportable earnings and benefits amount in ADP Workforce Now when exported from the over the air payroll export.

For ADP Workforce Now's over the air payroll export, Leave (Time Off) has some considerations based on your ADP account configuration. Time Off will automatically deduct from employee Time Off balances in ADP, if the ADP Workforce Now account is setup to have Autopay Benefit Accruals. If your ADP Workforce Now account is configured using Time Off Based Accruals, then the you must also submit the Time Off request data, using the ADP Workforce Now (US) - File Download method in Deputy, selecting the "Time Off" option, in order for any Time Off to deduct from the employee's balance in ADP.

Also note that we can only export timesheet hours for 1099 CONTRACTORS  if the account only contains 1099 CONTRACTORS. We do not export timesheet hours for 1099 CONTRACTORS if the account also has W2 employees.

At the top of your screen in Deputy click Timesheets, then Export Time Sheets.

Use the location selector in the top left corner to choose a specific location to export, or all locations. Use the date selector to match the export dates in Deputy with your Pay Frequency Period start and end dates. You can find these in ADP Workforce Now under Process->Payroll->Payroll Schedule.

If the dates above do not match, you will still be able to export the data from Deputy, but it will not match you payroll schedule, and could cause incorrect pay to be issued. Be sure to double check the date range you are exporting from Deputy matches your payroll schedule in ADP Workforce Now. 

If you are exporting for multiple Pay Frequencies in ADP Workforce Now, export only the employees associated with a given Frequency. Each unique Pay Frequency must be exported separately, and between exporting different Frequencies you will need to finalize the export in ADP.

Once the date and location have been selected, select employees to export by clicking them on the list to the left.

After selecting the employees, click the blue Export Selected Items button. In the window that appears, select ADP (US) - Over the Air.

There are two options for exporting timesheets to ADP Workforce Now:

  • Use Deputy Award Library pay rates*
  • Manually select overtime rules during export

*If your company uses semi-monthly payroll periods, you MUST use the Deputy Award Library export method.

Over the Air - Use Deputy Award Library pay rates

Using the Award Library rates requires that all employees be setup with an award rate (e.g. FLSA Standard, California, Labor Law) in their employee profile. If the employee does not have an award rate setup, or they are using the wrong award, then their pay, overtime or shift loadings will not be properly calculated if using the new Award Library rate option. You can learn more about the using the Award Library and US labor laws here: Custom Awards Library and USA State Labor Laws.

You will need to select the correct ADP earnings codes for each type of pay you wish to export. You can do so by selecting the correct code from the drop down menu for each of the following:

  • Ordinary Hours
  • Overtime
  • Double Time
  • Sick Leave
  • Annual Leave/Vacation 
  • Shift Loading Hours (Eg. Allowances)
  • Shift Loading Units (Eg. Tips)

Once you have chosen the options you need, click "Export".

You will receive a notification that it has gone through successfully. Next, open your ADP account.

In ADP, navigate to Process->Payroll->Payroll Cycle.

Under Payroll Inputs, click into the latest Paydata Batch or click View All Batches to find the batch you just imported from Deputy.

Then, you will be able to view or make edits to the Paydata Batch.

Over the Air - Manually select overtime rules during export

In the list displayed use the dropdown menus to designate which rate codes your hours in Deputy should be exported to. Ordinary Hours are any hours worked that do not fall into Overtime categories. Shift Loadings (tips) can be exported to your desired rate code. For help on setting up tips, contact our support team at experience@deputy.com.

Overtime hours are any hours that fall within your chosen overtime buckets. You can select the following overtime categories by ticking them in any combination:

-Any hours over 8/10/12 per day
-Any hours over 40 in a week
-Any hours worked on a Sunday
-Any hours worked on a public holiday

You will need to select the correct ADP earnings codes for each type of pay you wish to export. You can do so by selecting the correct code from the drop down menu for each of the following:

  • Ordinary Hours
  • Overtime
  • Double Time
  • Sick Leave
  • Annual Leave/Vacation 
  • Shift Loading Hours (Eg. Allowances)
  • Shift Loading Units (Eg. Tips)

Once you have chosen the options you need, click "Export".

You will receive a notification that it has gone through successfully. Then you will be able to view the Paydata Batch in your ADP account.

File Export:

To retrieve this file, ensure that you have some approved timesheets, then navigate to the Export Timesheets page in Deputy.

Select the employees you would like to export, the click 'Export Selected Items'.

Now, in the payroll application list, select 'ADP Workforce Now (US) - File Download. The following will appear.

Select "Payroll" under the Export As drop down, in order to export timesheets.

From here, you can edit the following:

  • Export file name
  • Export Co Code
  • Batch ID
  • Pay #

You have the option to hide the column for "Temp Department" in the export file, if your company's ADP account does not support this feature.

You can also mark specific O/T items. You can mark:

  • any hours over 8 hours per day as O/T hours
  • any hours over 10 hours per day as O/T hours
  • any hours over 12 hours per day as O/T hours
  • over 40 hours as O/T hours
  • Sunday timesheet as O/T hours
  • Public Holiday timesheet as O/T hours

When you are done configuring your options, click the 'Export' button.

Additional Notes

  • Like our ADP RUN integration, we cannot export timesheet hours for 1099 contractors

Leave Export

Select "Time Off" under the Export As drop down, in order to export leave hours.

From here, you can edit the following:

  • Export file name
  • Export Company Code
  • Annual Leave (Vacation) Reason Code
  • Sick (Personal/Carer's) Leave Reason Code
  • Bereavement (Compassionate) Leave Reason Code
  • Community Service Leave Reason Code
  • Long Service Leave Reason Code
  • Time Off In Lieu Reason Code
  • Other Paid Leave Reason Code

When you are done configuring your options, click the 'Export' button.

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