ADP Workforce Now Payroll Export

In this article we will be discussing the ADP Workforce Now payroll export.

Please read Getting Started with Exporting to Payroll before reading this article. 

ADP Data Fields

Time Portal supports exporting the following ADP specific data fields:

• Company Code (required) - a 3-position code setup in ADP. If the code is a 2-postion code, it will be padded with an underscore (_).
• Batch Id (required) - used to identify batches within the export file. Multiple Batch Ids can exist within the same export file.
• Memo Code Prefix (optional) - this prefix is appended with the "day of week" number [1-7]**
• Hours 3 Code Prefix (optional) - this prefix is appended with the "day of week" number [1-7]**
• Temp Cost Number (optional)
• Hours Offered Batch Id (optional) - default value of "HOHRH2A" - this is the Batch Id exported in the Hours Offered Export Template. Multiple Batch Ids can exist within the same export file. If Hours Offered are present for employees in the export but, Hours Offered Batch Id has not been configured, Time Portal will export a default value of "HOHRH2A". 

Please read Understanding Payroll Template Settings to learn how these settings can be used to map Time Portal and ADP data together.

Zip File and Contents

Time Portal will create a .zip file containing the .csv export file(s). The .zip file will have the following name ADP[yyyyMMddhhmmss].zip where [yyyyMMddhhmmss] is replaced with the time the .zip file was created.

Depending on your company's settings, Time Portal will produce a various .csv files. The export data will be broken out into separate .csv files whenever any of the following data fields change in value:

• Company Code
• Memo Code Prefix

Export File Names

ADP requires the .csv import files to adhere to a strict naming convention. ADP has different naming conventions for exporting a single file vs. multiple files. To adhere to ADP's guidelines, Time Portal will name the .csv files as described below:

Single export file:

• PRcccEPI.csv
  • ccc in the filename represents the Company Code/Co Code. If a Company Code has not been configured, Time Portal will use the default "ccc" in the filename.

Multiple export files:

• EPIcccXX.csv
  • ccc in the filename represents the Company Code/Co Code. If a Company Code has not been configured, Time Portal will use the default "ccc" in the filename.
  • XX in the filename represents the Memo Code Prefix. If a Memo Code Prefix has not been configured, Time Portal will use the default "TP" in the filename. If the Memo Code Prefix is longer than 2 positions, Time Portal will only use the first 2 positions for the filename. If the export file is for hours offered, Time Portal will ALWAYS use "HO" in the filename.

Note -  2-position company codes will be padded with an underscore (_).

Time Portal will generate 2 formats of .csv files depending on the available data and settings configured. The Primary Export File and the Hours Offered Export File. The Primary File will always be generated. There could be multiple Primary formatted files exported in the .zip file. The Hours Offered File will only be generated if hours offered data exists for employees in the payroll batch. Below are the formats of each file.

Primary Export File Format

The ADP export file contains the following fields in this order.

1. Co Code * - must be configured on the ADP Payroll Settings page mentioned above
2. Batch ID * - must be configured on the ADP Payroll Settings page mentioned above
3. File # * - this is Time Portal's Employee Number
4. Memo code - ONLY populates when a "Memo Code Prefix" is associated with the exported data. This prefix will be appended to the "day of week" number [1-7].
5. Memo Amount * - this is all hours worked regardless of Job Pay Type
6. Hours 3 Code - ONLY populates when a "Hours 3 Code Prefix" is associated with the exported data. This prefix will be appended to the "day of week" number [1-7]. 
7. Hours 3 Amount - this is Time Portal's Piece Count and ONLY populates when the Job Pay Type is Piece
8. Reg Hours - this is Time Portal's Hours Worked when the Job Pay Type is Hour
9. Temp Rate - this is Time Portal Piece Rate and ONLY populates when the Job Pay Type is Piece
10. Temp Cost Number - must be configured on the ADP Payroll Settings page mentioned above

* - Time Portal will always attempt to populate these fields

For more information on ADP's PayData Entry Fields, please reference the "ADP Work Force Now PayData Export.pdf" specification file located at the bottom of this article.

Hours Offered Export File Format

The ADP Hours Offered export file contains the following fields in this order.

1. Co Code * - must be configured on the ADP Payroll Settings page mentioned above
2. Batch ID * - must be configured on the ADP Payroll Settings page mentioned above
3. File # * - this is Time Portal's Employee Number
4. Name - this is Time Portal's Employee Full Name in the following format: {Last Name First Name}
5. [HO1-HO7] - this is Time Portal's Hours Offered. The numbers [1-7] represent the day of the week. The numbering is assigned based on the Week Start Day configured in company settings.
6. [HR1-HR7] - this is Time Portal's Hours Refused. The numbers [1-7] represent the day of the week. The numbering is assigned based on the Week Start Day configured in company settings.

Export File Ordering

Time Portal will order the contents of each file in the following order:

1. Company Code
2. Batch Id
3. File Number
4. Memo Code

Day of Week Numbering

The day of week number [1-7] is based on the Week Start Day configured in company settings. For example, if Wednesday is set as the Week Start Day, the days of the week will be numbered as follows:

1. Wednesday
2. Thursday
3. Friday
4. Saturday
5. Sunday
6. Monday
7. Tuesday

These numbers are appended to the Memo Code Prefix and Hours 3 Code Prefix data fields.