ADP Workforce Now (US) Payroll Integration

If you are using 7punches for time-clocking, or have a POS integration that includes labor, you can send your worked hours directly to ADP Workforce Now (WFN).

Enabling the ADP Workforce Now Integration

To enable the integration, you'll need to complete the following using ADP admin and 7shifts admin credentials:

Enabling ADP for Multiple Company Codes

7shifts can only connect to a single ADP Company Code. If you need multiple codes, consider:

• Splitting your 7shifts Account so that each Location operates under its own 7shifts Account. This allows you to integrate each 7shifts account with its corresponding ADP Company Code. To do this, please contact our Support team for assistance.
• Using the ADP Workforce Now export, which allows manual adjustments for multiple company codes.

To enable the integration, you'll need to complete the following using ADP admin and 7shifts admin credentials:

Mapping Employees

Each time you add a new employee to 7shifts or payroll provider, you'll want to ensure that they are properly mapped. This step is required and ensures employees are matched between 7shifts and ADP for payroll processing.

1. Log in to the web app as an Admin or Manager/Assistant Manager with permissions.
2. In the left navigation bar, head to Apps & Integrations > Mapping > Employees. Here, you'll see the users that you have set up within 7shifts vs. the users that exist within ADP. 
3. Use the dropdown filter to view the mapping status of your employees:
   • Matched: 7shifts will automatically match any Employees that already exist between 7shifts and ADP Run, if they are both spelled the same way with identical capitalization and spacing.
   • Unmatched: Any Employees that cannot be automatically matched.
4. For unmatched Employees, you can either match up manually or ignore. 
   • Match: Simply find the corresponding employee on the list.
   • Ignore: You'll want to ignore if the employee if you do not need to transfer data into your payroll system.

Mapping Roles

Match roles in 7shifts with ADP department codes to ensure labor data sync correctly. As terminology can vary between systems, remember that your Roles in 7shifts are the same as the department codes you have set up in ADP WFN.

1. Log in to the web app as an Admin or Manager/Assistant Manager with permissions.
2. In the left navigation bar, head to Apps & Integrations > Mapping > Roles. 

7shifts will automatically map any Roles that already exist between your ADP and 7shifts, if they are both spelled the same way, with identical spacing. You'll find those under the Matched heading. 

If 7shifts was not able to auto map the specific Roles, they'll appear in the Unmatched section. You'll need to either create the Role within 7shifts or ADP, or map it to another existing Role.

Preparing your Payroll Data

Before you can send your payroll data to ADP Workforce Now, you'll need to ensure that you've properly approved all punches and closed your timesheet.

1. Click the 'Time Clocking' tab, then select the appropriate Pay Period.

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

3. Once you've approved all punches, you're ready to close the Timesheet and Export your Timesheets to ADP Workforce Now

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

4. After the Timesheet is closed, you can send it to ADP Workforce Now by clicking 'Export' and 'ADP Workforce Now.'

5. Confirm by clicking 'Export.'

Including Paid Time Off (PTO)

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

Including Tips

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

7shifts supports splitting of tips for ADP Workforce Now (WFN) based on how your Tips Calculations are configured in 7shifts. This means that if your Tip Calculation formula allocates tips across multiple roles or employees, those distributions will now sync accordingly to ADP WFN.

• ADP TotalSource does not currently support the splitting of tips. For TotalSource integrations, tips will still export to ADP as a lump sum under earning code “T,” combining both tips paid on payroll and tips paid during shifts.
• Tips paid during shifts (i.e., tips the employee already received prior to payroll, such as cash tips paid out in-store) will be reflected under ADP’s Other Earning 3 column. To ensure these tips export correctly, enter them in your Tip Calculation settings as Paid amounts (e.g., Credit Card Tips Paid and/or Declared Tips Paid, depending on what was already paid out). 
  • Do not enter these values as Deductions. The Deductions field is only used to reduce the remaining tips that would otherwise be paid on payroll, and the deduction itself is not what gets exported as “tips paid during shifts.”
• The Memo Code '5' must be created in ADP for tips to display correctly. Reach out to ADP Support for assistance if you're not able to manage this field. This is a required ADP setting that is not a customizable feature in 7shifts.

To get started with syncing your tip data, you will need to configure certain settings in your ADP WFN account and complete the following:

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. 

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