Exporting Data for ADP
(For AP personnel)

You can convert and download Time Clock data for use with Automatic Data Processing, Inc. (ADP) payroll software. You can also schedule ADP file conversions to run at indicated intervals.

To convert Time Clock files for ADP:

  1. From the A/P > Time Clock Management menu, select ADP Conversion to display the ADP File Conversion screen.

  2. In the Start Date and End Date fields, enter the range for which you want to run the file.

  3. Repeat step 2 for each pay period for which you want to run the file.

  4. In the Daily OT field, enter the number of hours equal to a full work day to calculate overtime.

For example, enter 8 if your company's full work day equals eight hours. When your report generates, any amount of time greater than eight hours in a single day displays as overtime for that pay period.

Note: To see a daily total on the file, select Break on Day when formatting your file.

  1. In the Period OT field, enter the number of hours equal to a full work week in order to calculate overtime. For example, enter 40 if your company's work week equals 40 hours. Any amount of time greater than 40 hours in one week displays as overtime for that pay period.

  2. Use the following fields for each pay period, as needed:

Field

Description

Br/Tr/All

Enter the branch or territory you want to include the file:

  • Enter multiple branches or territories separated by commas.

  • Enter All to include all branches and territories in the report.

Department

Enter the department you want to include in the file:

  • Enter All to include all departments on the reports.

  • Use the Departments hot key to include multiple departments.

Adj Code

Enter the adjustment code for which you want to include in the file.

For example, if you only want to view a report including adjustment codes for BREAK.

  • Use the Adjustment Codes hot key to run the report for more than one adjustment code.

  • Leave the field blank to run the report for all.

Employee

Enter an employee ID if you want to limit the report to one user. Leave the field blank to run the file for all employees.

Sort By

Indicate how you want to sort the file. Press F10 for a valid sorting list.

Employee Type

Enter the employee type for which you want to limit the file. For example, if you want to run a report for just your seasonal employees, use Seasonal.

  • Use the Employee Types hot key to run the report for more than one employee type.

  • Leave the field blank to run the report for all.

Employee Status

Enter the employee status for which you want to limit the file, such as Hourly. Leave the field blank to run the report for all.

  1. Use the ADP Options hot key to run the file with any of the following options defined:

Field

Description

File ID

A two-character file identification that a customer assigns.

Company code

A three-character company code that ADP assigns.

Batch ID

The batch identification number when generating reports in a batch process.

Export Dictionary

The dictionary where the converted file is downloaded.

ADP Format

The format of the ADP file. Press F10 to select from one of the following predefined ADP formats:

  • EPIP v4 – Not in use at this time.

  • EPIP v5 – Not in use at this time.

  • CSV - PC/Payroll – Does not subtract the hours applied to adjustment codes out of the regular hours on the report. For example, with this setting, if your employee has 9 regular hours and 4 vacation hours, then the report displays the following:

  • Regular Hours: 13.00 hours

  • V code (Adjustment): 4.00 hours

  • Adjustment Split CSV - PC/Payroll – Subtracts the hours applied from the regular hours on the file. For example, with this setting, if your employee has 9 regular hours and 4 vacation hours, then the report displays the following:

  • Regular Hours: 9.00 hours

  • V code (Adjustment): 4.00 hours

Note: These formats do not affect overtime calculations. You determine whether or not adjustment codes are included in overtime calculation by the setting in the Time Off Category Maintenance control maintenance record.

  1. Press Esc to save the settings and return to the ADP File Conversion screen.

  2. Use one of the following hot keys to process the file conversion.

  3. Download – Downloads the converted file to the directory defined in the Export Directory field.

  4. Hold – Sends a copy of the converted file to you Hold file.

  5. Schedule – Displays the Time Clock Scheduler screen, which you can use to schedule the file conversion to run at a later time or on a regular basis.

See Also:

Maintaining Time Off Accrual Rates

Checking Time Off Availability

Running the Time Clock Report