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ADP Workforce Now Direct Integration (Beta)

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Overview

The ADP Workforce Now direct integration enables you to send your payroll information directly to ADP for payroll processing.

Beta

This feature is currently in Beta. Watch Product News for more information about a public release.

Considerations

  • Your workplace must use a paid Time Clock & Attendance plan to set up payroll integrations.

  • You must have manager or account holder access privileges to set up the integration. Managers must have access to manage timesheets and pay periods.
  • Wages or pay rates are not sent from When I Work to ADP WorkForce Now.
  • When adding When I Work employees that are based on ADP workers you need to manually assign each When I Work employee to schedules and positions.
  • Any hours that are not properly matched are not sent to ADP WorkForce Now. Make sure to compare the pay period summary in When I Work to the batch hours in ADP to determine if any hours were not sent.

Before you begin

The integration requires you to match When I Work objects (schedules, positions, hours types, employees) to ADP Workforce Now objects (company, department, earning code, worker). Take a moment to survey your current ADP WorkForce Now objects and determine how they correspond to the objects you currently have set up in When I Work.

Correct object matching is the most important step in securing your success with the integration. We recommend reading this article in its entirety before getting started.

Connector configuration

Use the following procedure to complete the ADP WorkForce Now integration set up:

  1. Hover over Gear, then select Integrations Integrations.

  2. Click See All Integrations, then click Learn More in the ADP WorkForce Now tile.
  3. Click Enable. You are directed toward the ADP marketplace page for the When I Work Connector.
  4. Purchase the Connector on the ADP marketplace.
  5. Consent to the legal prompts confirming you agree to the exchange of information between ADP and When I Work, then you are directed back to When I Work.

Object matching

Navigate to the ADP WorkForce Now Direct Mapping integration in When I Work and complete the following steps to match all of your When I Work objects to ADP objects.

Schedule matching

Schedule matching is the first step in the object matching process. Please note the following before starting:

  • Match your existing When I Work schedules first, then add from ADP to avoid creating duplicates.
  • Each schedule can be matched to a unique company or matched to the same company.
  • At least one schedule must be matched before you can match other objects.

Match schedules dialog

  1. Click Schedules to open the Schedules matching page.
  2. Click Match Schedules to map existing When I Work schedules to an ADP company. The Match Schedules dialog opens.
  3. Select the company that matches your When I Work schedule from the drop-down menu, then click Save.
  4. Click Add From ADP to create schedules that are based on unmatched ADP companies. The Add Schedules from ADP dialog opens.
  5. Select the companies you want to match, then click Add.

Position matching

Match up your positions. Please note the following before starting:

  • Match your existing When I Work positions first, then add from ADP to avoid creating duplicates.
  • Positions are matched independently for each ADP company. A single When I Work position can be matched differently across multiple ADP companies.
  • Multiple positions can be matched to the same department.

Match positions dialog

  1. Click Positions to open the Positions matching page.
  2. Click Match Positions to map When I Work positions to an ADP department. The Match Positions dialog opens.
  3. Select the department that matches your When I Work position from the drop-down menu, then click Save.
  4. Click Add From ADP to create  positions that are based on unmatched ADP departments. The Add Positions from ADP Departments dialog opens.
  5. Select the departments you want to match, then click Add.

Hour types matching

Match up your When I Work hour types to ADP earning codes. Please note the following before starting:

  • Hour types are matched independently for each ADP company. A single hour type can be matched differently across multiple ADP companies.
  • Multiple hour types can be matched to the same earning code.
    Custom Hour Types

    When I Work does not currently support custom hour types or custom time off types, so they cannot be imported from ADP.

Match hour types dialog

  1. Click Hour Types to open the Positions matching page.
  2. Click Match Hour Types to map the default When I Work Hour Type to an ADP Earning Code. The Hour Type Matches dialog opens.
  3. Select the earning code that matches your When I Work hour type from the drop-down menu, then click Save.

Match employees

Match up your When I Work employees to ADP workers. Please note the following before starting:

  • Match your existing When I Work employees first, then add from ADP to avoid creating duplicates.
  • Each employee must be matched with a single ADP worker in order to successfully send hours to ADP Workforce Now.
  • Pay period hours are not sent for unmatched employees.

Match employees dialog

  1. Click Employees to open the Employees matching page.
  2. Click Match Employees to map the When I Work employee to an ADP worker. The Match Employees dialog opens.
  3. Select the worker that matches your When I Work employee from the drop-down menu, then click Save.
  4. Click Add From ADP to create employees that are based on unmatched ADP workers. The Add Employees from ADP Workers dialog opens.
  5. Select the workers you want to match, then click Add.

Finalize your payroll

Send pay period hours to ADP WorkForce Now

  1. When you are ready, finalize your payroll and export.
  2. Select the Send Payroll to ADP WorkForce Now tile.Send payroll to adp

Review and accept hours in ADP WorkForceNow

  1. Log in to ADP WorkForce Now.
  2. Navigate to Process > Paydata.process pay data
  3. Select the batch that matches the hours you sent from When I Work.
    Note: The latest batch is listed at the bottom.Payroll batches
  4. Review the batch to check for accuracy and make any edits.
    Unmatched hours

    Any hours that are not properly matched are not sent to ADP WorkForce Now. Make sure to compare the pay period summary in When I Work to the batch hours in ADP to determine if any hours were not sent.

    Review payroll
  5. Click Done to finish.
Updated on September 10, 2020

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