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ADP Workforce Now (US) Payroll Export

Updated

If you are using 7punches for time-clocking, or have a POS integration that includes labor, you can export your worked hours in an ADP-ready format.

SKIP AHEAD TO:
Activating the ADP Workforce Now Export
Mapping Employees and Roles with ADP
Preparing your Export File
Including Paid Time Off (PTO)
Including Tips
⚠️ The ADP Workforce Now export currently only supports one ADP Company Code per 7shifts account.

For more information please contact support at support@7shifts.com.
⚠️ This feature may require an upgrade from your current plan.
🇺🇸 This feature is only available for ADP Workforce Now Export (US).

Click here to access the ADP Canada Workforce Now Export 🇨🇦.

Activating the ADP Workforce Now Export

To enable the export, you'll need to do the following:

1. Head over to More > Integrations, then click on 'Add Integration.'

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2. Search and select 'ADP WFN Export' then click 'Next.'

3. Enter your ADP WFN Export Company Code and click 'Connect.' 

This is required and is used for the payroll export's file name.

⚠️ Only one Company Code can be connected to your 7shifts account. 

4. Click on 'Complete Set Up' to finish setting up the export.
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5. Alternatively, you can manually go to your export settings buying going to More > Integrations > My Integrations > ADP WFN Export and clicking on 'Settings.'

6. Under the 'Custom Export Codes' tab, enter the following information:

Batch Number
  • This field is optional and can be used to identify the source of the payroll data in ADP.
Earnings Code for Holiday Hours
  • This field is optional and will only appear if you have enabled 'Holidays' for this location. 
  • Contact your ADP Representative to set this code up.
  • If no code is provided, worked holiday hours will be exported as regular hours.
Earning Code for Tips
  • Enable if you would like to have tips appear on the export.
  • If no code is entered, tips will not be exported in your ADP report.
⚠️ If you are using 7punches and want to enable the 'Earning Code for Tips' option, you will need to also enable the 'Declare tips' option under Time Clocking  > Settings.
⚠️ You'll want to reach out to your ADP rep to set up a custom earnings code which you can use here.

7. Under the 'Payroll Mapping' tab, you can enable the following optional features: 

 

Split Hours by Role
  • By default, each employee's hours include all roles worked, unless this setting is turned on.
⚠️ If this setting is enabled, Employee hours will be split into separate columns in the spreadsheet, but will not be associated with your payroll provider’s departments, pay codes, or wage codes. (However, this can be manually added to the spreadsheet before uploading to the payroll program.)

For more information please reach out to support at support@7shifts.com.

Export Wages

  • Enable if you would like to export the wages listed in 7shifts for your ADP Paydata Import File. 
  • If this is not enabled, the default wage listed in ADP will be used to calculate earnings.

Mapping Employees and Roles with ADP

In order to match employees in 7shifts to those in ADP, you will need to input your ADP File Numbers in 7shifts.

⚠️ You can come back to this screen to update or edit these codes by going to More > Integrations > My Integrations > ADP WFN Export > Settings.

1. Under the 'Payroll Mapping' tab click on 'Edit employee IDs.' 

2. Select the 'Employees' tab and enter the corresponding ADP file number for each employee. 

Remember to scroll down and click 'Save.'

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⚠️ If you need help locating the file numbers for employees in ADP, contact your ADP representative.

3. Select the 'Roles' tab to enable and map 'Department Codes' with ADP (optional).

Enter the corresponding ADP Department Code for each Role in 7shifts. Be sure to click 'Save' before changing locations.

⚠️ Entering Department Codes ensures that employees get paid the correct wage rate for the hours under each role. If they are left blank, your employees will be paid their default rates listed in ADP. For each position in 7shifts, set an ADP Department Code. Contact your ADP Representative if you need assistance. 

Preparing your Export File

Before you can run the ADP Workforce Now export you'll need to ensure that you've properly approved all punches and closed your timesheet.

1. Click on the 'Time Clocking' tab at the top of the screen, then select the appropriate Pay Period.

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2. From there, review and 'Approve' or 'Edit' punches, or choose to 'Approve All.'

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3. Once you've approved all punches, you're ready to close the Timesheet. 

To close the Timesheet, select 'Close Timesheet' in the top right corner. 

4. Once the Timesheet is closed, you can export it as a CSV file by clicking on 'Export' and selecting 'ADP WFN Export.'

5. You will get a file similar to this:

The columns included in the ADP Workforce Now export are:

Co Code
Batch ID
File #
Employee Name
Temp Cost Number
Temp Rate
Reg Hours
O/T Hours
Hours 3 Code
Hours 3 Amount
Earnings 4 Code
Earnings 4 Amount
⚠️ Contact your ADP Representative if you have questions about this step.

Including Paid Time Off (PTO)

To include Employees' Paid Time Off and Paid Sick Time hours within the report, you will first need to enable these features under your Company Settings.

Click here to learn about enabling Paid Time Off (PTO).
After enabling Paid Time Off and/or Sick Time Off, you can input your custom codes for the ADP WFN Export by:

1. Going to the More > Integrations > My Integrations > ADP WFN Export and clicking on 'Settings.'

2. Under the 'Custom Export Codes' tab, scroll down and set the optional codes for 'Paid Time Off', 'Sick Paid Time Off', and 'Unpaid Time Off' hours. 

3. Be sure to hit 'Save.'

These fields are optional. If no code is provided, the default columns for Paid Time Off, Sick Paid Time, and Unpaid Time Off will be exported as:

PTO
SPTO
UPTO

Including Tips

Accounts using a supported POS integration will be able to send their tip data to 7shifts. From there, this information can be included with your time clocking data when processing payroll.

⚠️ To get started with syncing your tip data, you will need to configure certain settings in your ADP WFN account and complete the following:
1. Login to your ADP WFN account and go to Setup > Tools > Validation Tables.

2. On the Validation Tables page head to Payroll > Paydata.

3. Find and click on the 'Hours & Earnings Codes' and 'Memo' options.

4. Under 'Hours & Earnings Codes' complete the following:

  • Click on 'Add'.
  • In the Type dropdown, select the appropriate Hour/Earnings code.
  • Enter 'T' in the Code field (no accumulators or mapped pay codes are required).
  • Ensure the 'Active' setting is toggled on.
  • Ensure the 'Use default pay statement labels' setting is toggled on.
  • The Short Name field can be anything, such as 'Tips.'
  • Click on 'Done' when you're finished. 

5. Under 'Memo' complete the following:

  • Click on 'Add.'
  • Enter '5' in the Code field.
  • The Description field can be anything, such as 'Tips.'
  • Ensure the 'Active' setting is toggled on.
  • Click on 'Done' when you're finished. 
⚠️ For any further assistance with these steps, please reach out to your ADP rep.

After you've completed these steps in your ADP WFN account, you're ready to enable syncing your Tip data within 7shifts.

Click here to learn how to sync your tip data to payroll.

Please review carefully to see if your POS or tip source is compatible with your payroll provider.
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