Overview

If you use When I Work Time Clock & Attendance, you can easily send payroll information to ADP Workforce Now for payroll processing.

Things to know before you begin

• Your workplace must use Time Clock & Attendance to set up payroll integrations.
• You must be a manager or account holder to set up the ADP Workforce Now integration.
• If you have multiple ADP company codes, you’ll need to use a unique When I Work account for each company code.
• If an employee is leaving your business, do not delete the employee from When I Work until after you’ve processed payroll.

Before you begin

Record the following information from your ADP Workforce Now account:

• Company code
• Batch number that corresponds to your When I Work account
• Earnings codes and hour types
• File number for each employee
• Department code for each position

If you need help finding this information, contact your ADP representative.

Setting up the ADP Workforce Now Integration

Turn on the integration in When I Work and add ADP information to allow the systems to communicate.

Step 1: Turn on the ADP Workforce Now integration

1. From your computer, use a supported web browser to sign in to When I Work on the web.
2. In the top-right corner of the screen, hover your pointer over Gear menu and select Integrations.
3. Click See all integrations.
4. Under ADP Workforce Now, click Learn more.
5. On the right side of the page, click Enable.
   

Step 2: Add your ADP company information

On the Company tab, add your ADP company information.

1. Enter your ADP Company Code.
2. Enter the ADP Batch Number that corresponds to this When I Work account.
3. Click Save in the upper-right corner of the page.

Step 3: Add up ADP earnings codes

On the Earnings tab, set up earnings codes so that employees’ hours transfer correctly from When I Work to ADP Workforce Now.

1. Map each When I Work earnings code (Double Overtime, Paid Time Off, Sick Days, and Holiday) to an ADP Code and Hour Type.
   If you don’t set up an earnings code, any time logged under that code in When I Work is exported as regular hours.
2. Click Save in the upper-right corner of the page.

Step 4: Add ADP employee file numbers

On the Employees tab, map employees in When I Work to their ADP file numbers.

1. For each When I Work employee, add the employee’s ADP file number.
   If you don’t want to include an employee in the export, do not enter a file number for that employee.
2. Click Save in the upper-right corner of the page.

Step 5: Add ADP department codes for When I Work positions

On the Positions tab, map When I Work positions to the corresponding ADP department codes to make sure employees are paid the correct rate for their work.

1. For each When I Work position, set an ADP Department Code.
   If you want to use employees’ default departments in ADP instead of their When I Work positions, leave the department codes blank.
2. (Optional) If you want to set the pay rate for positions in ADP Workforce Now instead of using the pay rate information in When I Work, select Exclude payrate information.
3. Click Save in the upper-right corner of the page.

Sending payroll data to ADP Workforce Now

1. When a pay period has ended, review and finalize payroll.
2. When you get to the step to export payroll, select ADP.
   
3. Save the CSV file to your computer.
   Do not modify the file name; if you change the name it will fail to import into ADP Workforce Now.
4. Upload the CSV file to ADP Workforce Now.
   If you need assistance with this step, contact your ADP representative.