HR & Benefits – Payroll Dataflow - ADP · HR & Benefits – Payroll Dataflow for ADP Workforce...

HR & Benefits –Payroll Dataflow

Handout Manual

V12131077522HR17CMB0910 © 2010 ADP, Inc.

ADP’s Trademarks The ADP Logo is a registered trademark of ADP, Inc. ADP Workforce Now, ezLaborManager, and Pay eXpert are registered trademarks of Automatic Data Processing, Inc. Adobe, Acrobat, Flash, and Reader are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Centra is a registered trademark of Saba Software, Inc. or its affiliates. All rights reserved. Microsoft, Excel, Notepad, and PowerPoint, Windows are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners. © 2010 ADP, Inc. and its licensors. Portions of the material used in this guide, © 2010 Employease, Inc. All rights reserved. The information contained herein constitutes proprietary and confidential information of ADP. It must not be copied, transmitted, or distributed in any form or by any means, electronic, mechanical, or other, including photocopy or recording, or through any information storage or retrieval system, without the express written permission of ADP.

PREFACE

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Contents

HR & Benefits - Payroll Dataflow for ADP Workforce Now

Course Introduction

Course Purpose .......................................................................................................1

Course Objectives ...................................................................................................1

Course Agenda........................................................................................................1

Prerequisites and Advance Preparation ..................................................................2

Implementation Questions ......................................................................................2

Module 1: Real-Time Dataflow

Module 1 Introduction ............................................................................................... 1-1

Purpose ............................................................................................................... 1-1

Topics ................................................................................................................. 1-1

Dataflow Overview.................................................................................................... 1-2

Overview............................................................................................................. 1-2

What Is HR & Benefits and Payroll Dataflow? .................................................. 1-2

Dataflow Terminology........................................................................................ 1-3

Real-Time New Hire Dataflow .................................................................................. 1-5

Overview............................................................................................................. 1-5

What Are Real-Time New Hire Dataflow Details? ............................................ 1-5

Real-Time New Hire Dataflow Using the Add Employee Wizard Job Aid ....... 1-6

Explore: What Data Flows to Payroll in Real Time? ......................................... 1-8

Real-Time New Hire Effective Dating ............................................................. 1-13

Learning Activity: When Does New Hire Data Flow?..................................... 1-14

Real-Time Updates Dataflow................................................................................... 1-15

Overview........................................................................................................... 1-15

Real-Time Updates Details ............................................................................... 1-15

What Is Dataflow for Effective-Dated and Noneffective-Dated Real-Time Updates? ........................................................................................................... 1-18

Dataflow Comparison ....................................................................................... 1-20

Learning Activity: When Does the Data Flow for Real-Time Updates? .......... 1-22

Module 1 Summary.................................................................................................. 1-23

Topics ............................................................................................................... 1-23

PREFACE

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Module 2: Deduction Dataflow


Purpose ............................................................................................................... 2-1

Topics ................................................................................................................. 2-1

Overview of Deduction Dataflow .............................................................................. 2-2

Overview............................................................................................................. 2-2

What Is the On-Demand/Scheduled Deductions Feature?.................................. 2-2

Details about Deduction Dataflow............................................................................. 2-3

Overview............................................................................................................. 2-3

How Does Dataflow Work for Scheduled Deductions? ..................................... 2-3

How Does Dataflow Work for On-Demand Deductions? .................................. 2-5

What Data Flows to Payroll in a Deduction-Change File?................................. 2-6

Dataflow for Effective-Dated Deductions .......................................................... 2-6

Explore: The Integration Page ............................................................................ 2-8

Explore: The Integration > Deductions > Deduction Configuration Page.......... 2-9

Generating a Deduction-Change File Job Aid .................................................. 2-11

Submitting a Deduction-Change File to Payroll Job Aid ................................. 2-14

Explore: The Integration > Deductions > Deduction Settings Page ................. 2-16

Dataflow Comparison ....................................................................................... 2-18

Learning Activity: When Do the Deductions Flow? ........................................ 2-19

Module 2 Summary.................................................................................................. 2-20

Topics ............................................................................................................... 2-20

Module 3: Verifying Dataflow


Purpose ............................................................................................................... 3-1

Topics ................................................................................................................. 3-1

Verifying Dataflow in HR & Benefits ....................................................................... 3-2

Overview............................................................................................................. 3-2

What Are the HR & Benefits Verification Tools?.............................................. 3-2

What Is an E-mail Notification? ......................................................................... 3-3

Explore: The Configuration History Area on the Integration > Deductions Tab ............................................................................. 3-4

Explore: The Employee > Integration Category................................................. 3-6

Explore: The Employee > Integration: Edit Page ............................................... 3-7

Explore: The Employee > Integration: View Page ............................................. 3-9

Explore: The Integration > Integration Log Tab............................................... 3-12

Verifying Dataflow by Feature or Task Job Aid .............................................. 3-14

PREFACE

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Verifying Dataflow in Payroll.................................................................................. 3-16

Overview........................................................................................................... 3-16

Explore: ADP Shared Services Alerts in Payroll.............................................. 3-16

Explore: The View ADP Shared Services Log Files Page in Payroll............... 3-18

Explore: Other Tools to Verify Dataflow in Payroll ........................................ 3-21

Practice: Verifying Dataflow in HR & Benefits and Payroll............................ 3-24

Module 3 Summary.................................................................................................. 3-26

Topics ............................................................................................................... 3-26

Exploring HR/Benefits Solution .............................................................................. 3-27

Overview........................................................................................................... 3-27

Logging On HR/Benefits Solution ................................................................... 3-27

Course Closing......................................................................................................... 3-29

Course Objectives ............................................................................................. 3-29

Continuing Education Credits........................................................................... 3-29

HR & Benefits – Payroll Dataflow for ADP Workforce Now (77520)............ 3-30

Next Steps......................................................................................................... 3-32

Training Evaluation .......................................................................................... 3-32

Appendix

HANDOUT MANUAL

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Course Introduction

Course Purpose This course prepares you to work with the HR & Benefits module and the dataflow features of the Payroll module.

Course Objectives Upon completing this course, you will be prepared to:

Determine when data flows from HR & Benefits to Payroll

Verify the dataflow in both HR & Benefits and Payroll

Course Agenda

Module Topics

Module 1: Real-Time Dataflow Dataflow Overview

Real-Time New Hire Dataflow

Real-Time Updates Dataflow

Module 2: Deduction Dataflow Overview of Deduction Dataflow

Details about Deduction Dataflow

Module 3: Verifying Dataflow Verifying Dataflow in HR & Benefits

Verifying Dataflow in Payroll

HANDOUT MANUAL

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Prerequisites and Advance Preparation Before participating in this course, it is highly recommended that participants complete several others.

IF you are: THEN you should have completed the following courses:

an HR practitioner Getting Started with HR & Benefits (WBT)

Introduction to Virtual Classroom (SS)

Company and HR Setup (VC)

Employee Maintenance and Reporting (ILT or VC)

Managing Benefit Enrollments (VC)

a payroll practitioner Getting Started with Payroll (WBT)

Introduction to Virtual Classroom (SS)

Payroll Basics (ILT or VC)

Implementation Questions Use the following table to list any follow-up items that you may need to discuss with your ADP representative.

Questions for my ADP representative:

HR & Benefits – Payroll Dataflow for ADP Workforce Now

Module 1: Real-Time Dataflow

Handout Manual

MODULE 1: REAL-TIME DATAFLOW HANDOUT MANUAL

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Module 1 Introduction

Purpose This module prepares you to determine when Real-Time New Hire and Real-Time Updates data flows from ADP's HR & Benefits module to the Payroll module.

Topics This module includes the following topics:

Dataflow Overview




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Dataflow Overview

Overview It is important that you understand dataflow concepts and terminology before you begin working with dataflow from the HR & Benefits module to the Payroll module.

What Is HR & Benefits and Payroll Dataflow? Dataflow is a one-way feed of employee data from the HR & Benefits module to the Payroll module. The HR & Benefits module is your system of record (SOR): the authoritative data source for employee data. You enter all new-hire data and changes to existing employee data in HR & Benefits, and allow the data to flow to Payroll, where records are then updated automatically.

By using the HR & Benefits module as the system of record, you eliminate redundant data entry and minimize data-entry errors.

Example Beth Hotchner has received a salary increase, effective immediately. An HR practitioner enters Beth's new salary information in HR & Benefits. As soon as the information is saved, it flows to the Payroll module.

Additional Resources For more information about dataflow from HR & Benefits to Payroll, refer to the Payroll Connection guide on the Support Center.


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Dataflow Terminology

Overview You need to understand the distinctions among the following terms before you start working with HR & Benefits dataflow to Payroll:

Employee Data versus Pay Information

Real-Time Dataflow versus Deduction Dataflow

Real-Time New Hire versus Real-Time Updates

Types and Descriptions

Employee Data versus Pay Information

Only employee data flows from HR & Benefits to Payroll; pay information does not. The following table shows the difference between employee data and pay data.

Type of Data Description Examples

Employee-specific All personal and employment information

Name

Address

Home department

Base salary

Benefit deduction amounts

Pay Data-specific All pay-related information used to calculate and administer payroll for a particular pay period

Employee hours

Third-party sick pay

Direct deposit information

Note: Base salary and benefit deduction amounts are examples of employee data, but the actual amounts paid in a particular pay period are examples of pay information. Other examples include overtime pay and pay adjustments.

Real-Time Dataflow versus Deduction Dataflow

Your employee data will flow from HR & Benefits to Payroll in one of two ways: in real time or at fixed times that you schedule. The following table distinguishes between the two types of dataflow.

Type of Dataflow Description Examples

Real Time Within moments of being saved in HR & Benefits, new-hire data or non-benefit-deduction changes to existing employee data flow to Payroll.

Name of new hire

Change of address

New phone

Deduction Changes to benefit enrollment that affect employee deductions in HR & Benefits flow to Payroll automatically (according to a schedule) or manually (on demand).

Benefit deduction codes



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Real-Time New Hire versus Real-Time Updates

The HR & Benefits module supports two types of real-time dataflow: Real-Time New Hire and Real-Time Updates. The real-time features differ as follows:

Real-Time New Hire dataflow shares the information you enter for a new employee.

Real-Time Updates dataflow shares any changes you make to existing employee records, other than those related to deductions.


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Overview The Real-Time New Hire feature delivers, to Payroll, any new-hire data you enter in HR & Benefits. The information flows as soon as it is saved, or on the new employee's date of hire.

What Are Real-Time New Hire Dataflow Details? When you enter new-hire data in HR & Benefits, Real-Time New Hire dataflow registers the new-hire data in Netsecure and creates a new-hire record in Payroll. (Netsecure is a Web-based application that protects sensitive information from unauthorized users.)

Netsecure and Payroll send verification messages to HR & Benefits when the new-hire data is processed. You can view the messages in the HR & Benefits integration logs. You will learn more about verifying dataflow in HR & Benefits in module 3 of this course.

Example Mary Christianson is a recent new hire. An HR practitioner enters new-hire information for Mary in HR & Benefits. As soon as it is saved, this information registers in ADP Netsecure and a Payroll record is created for Mary. Netsecure and Payroll send verification messages to HR & Benefits when the new-hire data is processed.


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Real-Time New Hire Dataflow Using the Add Employee Wizard Job Aid

Scenario Your company has hired a new employee. Using the Add Employee wizard in HR & Benefits, the HR practitioner will enter new-hire information for that person. Then the payroll practitioner will check the new Payroll record for that person, and validate that the new-hire data has flowed to Payroll.

Instructions

Step Action

1 In HR & Benefits, start the Add Employee wizard.

2 Enter the new hire's information and click Finish.

3

For ADP solutions other than ADP Workforce Now:

For ADP Workforce Now:

Navigate to Payroll, and click the Employee button.

On the Primary Navigation bar, point to Payroll, and select Employee.

4 Select Employees.

5 In the list of employees on the left side of the page, select the new hire's name.

Result: The new hire's information displays on the right side of the page.

Note: HR & Benefits and Payroll provide additional tools for validating successful dataflow. This job aid uses only the employee's record in the Payroll module to validate dataflow. Later in this course, you will learn additional methods to validate dataflow.

Entering Additional Pay Information in Payroll Only employee data flows from HR & Benefits to Payroll. Once a new hire's record arrives, and a Payroll record is created, pay information must be added separately. The following list contains several types of information that payroll practitioners often need to update in Payroll:

Additional earnings

Liens and garnishments

Direct-deposit information

Non-benefit deductions

Important Information

If a manager uses the Manager Self Service module to enter new-hire information, that information may not flow to Payroll immediately. Some employee records require HR approval before they can flow to Payroll in real time.

If you have a Time & Attendance module, Payroll shares relevant new-hire employee data with it.


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Additional Resources For more information about workflow from the Payroll module to your Time & Attendance module, refer to the list of additional courses on Learn@ADP.


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Explore: What Data Flows to Payroll in Real Time? The integration profile lists the HR & Benefits fields that flow to corresponding Payroll fields in real time. When you save a new-hire record in HR & Benefits, the fields that are set to On or Required in the integration profile flow to Payroll in real time.

The same integration profile applies to all your company codes.

The Integration Profile You can view the integration profile on the Integration > Integration Profiles tab. To view your integration profile, you must obtain the appropriate permissions or rights.

The following sample integration profile shows the fields that can flow to Payroll in real time.


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The Integration Profile (Continued)


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Columns and Descriptions

Column Description

HRB Field Name Field in HR & Benefits that is mapped to a corresponding field in Payroll

Other ADP Products Field in Payroll that is mapped to a corresponding field in HR & Benefits

Off/On/Required Field setting in the integration profile


Contact your ADP service team if you need to make changes to one of your pay calendars, pay groups, corporate groups, or custom fields. Changes of these types affect your integration profile and may prevent real-time data from passing to Payroll.

You will need to contact ADP if you would like to modify the way in which employee names flow to Payroll, for example, if you want to send the first name plus the middle initial and the last name plus the suffix.

Additional Resources Refer to the Payroll Connection guide on the Support Center for additional information on setting up real-time features.


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Real-Time New Hire Effective Dating

Overview The effective date for a new hire is the date you enter in the Date of Hire/Rehire field.

Principles

Determining When Data Flows to Payroll

You and your ADP representative determine exactly when new-hire data flows to Payroll. New-hire data can flow on the date of hire/rehire (effective date) or on the day on which the data was entered and saved in HR & Benefits.

Determining When Earnings Become Effective in Payroll

Just as we have effective dating in HR & Benefits, we also have effective dating in Payroll. However, Payroll effective dating applies only to earnings data. You can make earnings data effective on the pay date itself, or on the pay-period end date. The option selected for your company ensures that earnings data is applied to the correct pay period.

Work with your ADP representative to determine the best effective-dating setup for your company.

Important Information Sometimes, even when effective-dating is activated in Payroll, the payroll practitioner may need to enter an adjustment to an employee's record. For example, a new-hire that begins work in the middle of a biweekly pay period will be paid for the full two weeks unless an adjustment is made for that period. Contact your ADP service team with questions on effective-dating.

Additional Resources For more information on activating effective dating in Payroll, refer to the section of the appendix titled Activating Effective-Dating in Payroll Job Aid.


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Learning Activity: When Does New Hire Data Flow?

Scenario Today is October 15, and you are adding a new-hire record in HR & Benefits. Based on your company's Real-Time New Hire setup, you need to determine when the real-time data will flow to Payroll and when it will become effective in Payroll.

Instructions

Step Action

1 Based on your understanding of Real-Time New Hire dataflow, determine when the data will flow to Payroll.

2 Determine when salary data will become effective in Payroll.

3 Determine when all other real-time data will become effective in Payroll.

4 For each type of Real-Time New Hire setup described in the first column, circle the correct answers in each of the three columns on the right side of the table.

New hire entered in

HR & Benefits on October 15

Effective date in HR & Benefits

When does the data flow to Payroll?

When is the salary data effective

in Payroll?

When is all other real-time data

effective in Payroll?

New-hire record set up to be sent now

November 1

a. October 15 b. November 1

a. October 15 b. November 1 c. Correct pay period


New-hire record set up to be sent on future date

November 1





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Overview The Real-Time Updates feature shares any changes you make to existing employee records – other than benefit enrollments – with Payroll. The information flows as soon as it is saved, or it flows on the effective date (if applicable) for the changed data.

Real-Time Updates Details

Overview The data in fields you set to On or Require in the integration profile for the Real-Time New Hire feature also flows to Payroll for Real-Time Updates.


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Principles

Full Employee Record Flows to Payroll

When you enter changes to an existing employee record in HR & Benefits, the data that flows to Payroll includes the full employee record, not just the updated fields. Remember, however, that a full employee record does not include tax information.

The following graphic shows dataflow for Real-Time Updates. In this example, a user updates two fields in an employee's record, and a full record (excluding tax data) flows to Payroll.

Note: If you have a Time & Attendance module, Payroll shares relevant changes to employee data with it.

Shared Field Updates

Shared fields are fields included in both HR & Benefits and Payroll, such as the fields for name and address. Make sure you enter all updates to shared fields in HR & Benefits because data flows only one way: from HR & Benefits to Payroll.

Because HR & Benefits is your system of record, you should not use the Payroll Employee Mass Change feature to change fields that flow from HR & Benefits to Payroll. Doing so will not update HR & Benefits. Even worse, it will cause your data to be out of sync. Be sure to make all changes to employee data in HR & Benefits, your system of record.

Tax Field Updates

Your company's payroll setup determines whether you need to update tax fields in HR & Benefits and Payroll or only in HR & Benefits. You need to know whether your company uses the Multi-Jurisdiction Taxing feature (Multi-J) in Payroll.

To determine whether your company uses Multi-J, do one of the following:

Consult your ADP representative

In the Payroll module, navigate to the Company Options page and locate the Multi-Jurisdiction option. If it is selected, then your company uses Multi-J.

IF your company: THEN update tax fields in:

Does not use the Multi-J feature in Payroll

HR & Benefits and Payroll

Note: Tax data updated in HR & Benefits flows to Payroll, but it does not update the employee's record in Payroll.

Uses the Multi-J feature in Payroll

HR & Benefits

Note: Tax data updated in HR & Benefits flows to Payroll and updates the employee's record in Payroll.


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Payroll Tasks

To ensure that Payroll it is ready to receive employee data from HR & Benefits, you need to perform the following tasks:

Before selecting Reports To information for an employee in HR & Benefits:

Verify the existence of the manager's employee record in Payroll.

Select the This Is a Supervisor Position check box in Payroll.

If you have employees for each of whom multiple positions are listed in Payroll, designate one position for each as his or her primary job. Job information updates will flow from HR & Benefits to the employee's primary position in Payroll.

Guideline Before making a company-level change in HR & Benefits, such as changing a corporate group or adding a new job, verify the existence of the appropriate code in a Payroll validation table (a list of code definitions). For example, if you need to add a new department to HR & Benefits, first make sure a code for it is included in a Payroll validation table.

Do not add or modify codes in payroll validation tables without first consulting your payroll department or your ADP representative.

Note: You can update descriptions in payroll validation tables without assistance.

Additional Resources

For more information about workflow from Payroll to Time & Attendance, refer to additional courses available on Learn@ADP.

For more information about validation tables:

Refer to the Payroll Connection guide on the Support Center.

Contact your ADP representative.


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What Is Dataflow for Effective-Dated and Noneffective-Dated Real-Time Updates? HR & Benefits provides two types of fields: effective-dated and noneffective-dated.

Example: Effective-Dated Field The Date of Hire/Rehire field is not the only field configured to become effective in HR & Benefits on a specified date.

The following sample HR & Benefits field contains a corresponding effective-date field.

The Real-Time Updates feature works like the Real-Time New Hire feature; it is set up to have new-hire records flow to Payroll on the date of hire (effective date). Non-benefit enrollment changes that are effective-dated flow to Payroll on the day they become effective in HR & Benefits.

For example, if an HR practitioner enters a status change for an employee on December 20 that is effective on January 15, the status change does not flow to Payroll until January 15 (the day on which the change becomes effective). The status change does not display in Payroll until it flows to Payroll.

Earnings Changes

Recall that when you set up the Real-Time New Hire feature, you activated effective dating in Payroll, which ensured that earnings data was posted to the correct pay period. The Payroll effective-dating setup you determined to be correct for Real-Time New Hire is also correct for Real-Time Updates. Changes to earnings information flow to Payroll on the actual day on which they become effective in HR & Benefits, and they are applied to the correct pay period in Payroll. Payroll practitioners may need to make a manual adjustment if a change is effective in the middle of a pay period.

Retroactive Effective-Dated Changes

When you enter and save retroactive effective-dated changes, they flow to Payroll in real time. For example, a change that was effective on April 1 but is not entered and saved until April 5 flows to Payroll immediately on April 5.


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Example: Noneffective-Dated Field Some HR & Benefits fields in the integration profile have no effective dates. The data in these fields becomes effective as soon you save it.

The following illustration shows fields without effective dates.

Data that is not effective-dated immediately flows to Payroll and becomes effective. For example, an HR practitioner enters a new address in an employee's record and saves the changes. Because personal data is not governed by a date field, the address change is effective immediately. When the change flows to Payroll, it becomes effective immediately there, too. The employee's next paycheck will contain the new home address.


Consult your ADP representative if you pay your employees for a pay period after the end of the current one (on a lag) to ensure that updates arrive in Payroll within the correct pay period.

Whenever possible, make your earnings changes effective in HR & Benefits before payroll transmission dates to ensure the changes are implemented in the correct pay period.


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Dataflow Comparison

Overview This section compares the Real-Time New Hire and Real-Time Updates features.

Data Types and Descriptions The following table compares dataflow for the Real-Time New Hire and Real-Time Updates features. For each feature, the table describes when specific data flows to Payroll and when Payroll uses the data in its payroll calculations.

Real-Time New Hire Data Type

Set Up to Send Now

Set Up to Send on

Future Date

Real-Time Updates Payroll Applies Data

Earnings fields Sent when new-hire record is saved

Sent on date of hire/rehire

Sent on the calendar day on which earnings become effective in HR & Benefits

Based on effective-dating setup in Payroll

Payroll setup ensures earnings data is applied to the correct pay period.

All other effective-dated fields

Sent when new-hire record is saved


Sent on the calendar day on which data becomes effective in HR & Benefits

When received

Retroactive effective-dated fields



Sent when changes are saved

When received

Noneffective-dated fields




When received


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Dataflow Summary This section lists two types of data: data that flows when it is saved and data that flows on an effective date specified in HR & Benefits. A third list shows when data is applied in Payroll.

Data that flows when saved in HR & Benefits:

New-hire data set up to be sent now

Changes to retroactive effective-dated fields

Changes to noneffective-dated fields

Data that flows on an effective date:

New-hire data set up to be sent on future date

Changes to effective-dated fields

Data is applied in Payroll when:

Data other than earnings-related information is received

(if earnings data) Scheduled by the effective-dating setup in Payroll. Based on your company's configuration, data will apply to the correct pay period.

Dataflow by Task Summary The following summary describes dataflow for a new-hire and dataflow for a change to an existing record.

Enter a New Hire

During Real-Time New Hire setup, you decide whether you want to send new-hire data to Payroll when you save the new hire’s record (Now) or on the date of hire (On Future Date).

If you select Now when you enter and save a new-hire record, all data (including salary) flows immediately to Payroll. All employee information (except salary information) is applied in Payroll immediately, regardless of the effective date. Salary information is held and applied to the correct pay period.

If you select On Future Date when you enter and save a new-hire record, all new-hire data (including salary) flows to Payroll on the date of hire (the effective date). When the data flows to Payroll, all new-hire data except salary information is applied immediately. Salary information is held and applied to the correct pay period.

If you enter a new-hire record with a retroactive date of hire, it flows immediately to Payroll and is applied immediately.

Make a Change to an Existing Employee Record

When you enter noneffective-dated changes to an existing employee record, all of your changes flow to Payroll and are applied immediately.

However, if a change has an effective date, it flows to Payroll on that date. When the data flows to Payroll, the change is applied immediately unless it is salary information. Salary changes are held in Payroll until they can be applied to the correct pay period.

If you make a change to an existing employee record with a retroactive-effective date, it flows immediately to Payroll and is applied immediately.


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Learning Activity: When Does the Data Flow for Real-Time Updates?

Scenario Today is October 15, and you are making several updates to existing employee records in HR & Benefits. You need to determine when the data will flow to Payroll and when it will be effective there.

Instructions

Step Action

1 Consider each update you make in HR & Benefits on October 15.

2 Based on your understanding of the Real-Time Updates dataflow, determine when the data will flow to Payroll.

3 Consider when the data will become effective in Payroll.

4 For each type of update, circle the correct answer in each of the two columns on the right side of the table.

Note: Use the Data Types and Descriptions table as reference, if needed.

Data updated in HR & Benefits on October 15

Is this data effective dated in HR & Benefits?

Effective date in HR & Benefits

When does the data flow

to Payroll?

When is the data effective in Payroll?

Address change

No

October 15



Salary increase

Yes

November 1



Status change

Yes

November 1




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Module 1 Summary

Topics This module included the following topics:

Dataflow Overview




Module 2: Deduction Dataflow

Handout Manual

MODULE 2: DEDUCTION DATAFLOW HANDOUT MANUAL

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Purpose This module prepares you to schedule the flow of deduction-changes from HR & Benefits to Payroll, and it explains how to generate and submit deduction-changes manually.


Overview of Deduction Dataflow



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Overview New, changed, or deleted benefit deductions flow to Payroll using the On-Demand/Scheduled Deductions feature. Benefits deduction data does not flow to Payroll via the Real-Time Updates feature.

What Is the On-Demand/Scheduled Deductions Feature? On-Demand/Scheduled Deductions is a feature that allows you to send changes in employee benefit deductions from HR & Benefits to Payroll whenever necessary or according to a predetermined schedule.

Example Marcella Taggart recently married and wants to update her benefits elections to include coverage for her spouse. The HR practitioner updates Marcella's benefit information in HR & Benefits (effective immediately) and saves the changes.

Today’s scheduled deduction job has already run, however, so Marcella's benefit elections have not been included. Therefore the HR practitioner generates an on-demand deduction-change file and submits Marcella's benefit deductions to Payroll manually. Marcella’s record in Payroll is updated with the new benefit-deduction information and, when the payroll practitioner reviews Marcella's record, the new deductions display.

Types and Descriptions Your ADP representative will help you set up the On-Demand/Scheduled Deductions feature. You can opt to have your deductions flow to Payroll automatically, via a predefined schedule, on demand, whenever the HR practitioner clicks the Submit button, or both. Work with your representative to determine the ideal setup for your company.

The following table highlights the differences between Scheduled Deductions and On-Demand Deductions.

Type Description

Scheduled Deductions The HR & Benefits module automatically generates a deduction-change file according to a predefined schedule. Periodically, it also shares benefit-deduction changes with Payroll, either manually or automatically, based on how it has been configured.

On-Demand Deductions An HR practitioner manually generates and submits a deduction-change file to Payroll.


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Overview If your company uses On-Demand Deductions/Scheduled Deductions, it is very important for you to understand the features being used. Ask your ADP representative to help you understand how deductions have been set up for your company.

How Does Dataflow Work for Scheduled Deductions?

Overview A deduction job pulls new, changed, or deleted benefit-deduction data. It then generates e-mail notification to report the completion of its task and the presence or absence of errors. Next, the deduction-change file is sent to Payroll, either automatically or manually, depending on your company's setup. Once the data is received by Payroll, the changes become effective within moments. You can specify the frequency with which your automatic deduction job is run: daily, multiple times per pay period, or once per pay period.

Description The following diagram shows how the HR & Benefits module shares benefit-deduction changes with the Payroll module when you use scheduled deductions with either automatic or manual delivery.

Note: Because your deduction job pulls changes from a live database (in HR & Benefits), the information shared with Payroll is current.


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Important Information When you use the Scheduled Deductions feature, your deduction-change file is generated automatically. How the file is then sent to Payroll is up to you. You can have your file sent to Payroll:

Automatically

Manually, when you click Submit

The second option enables you to view the file before sending it. Work with your ADP representative to determine which option is better for your company.


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How Does Dataflow Work for On-Demand Deductions?

Overview The On-Demand Deductions feature allows you to generate a deduction-change file and send employee deductions to Payroll whenever you want. For example, suppose you need to send deduction changes to Payroll manually because they must be applied to the current pay period. To do this, you manually generate a deduction-change file. The HR practitioner is notified, by e-mail, that a deduction-change file has been generated and whether it contains errors. You then submit the file to Payroll. Once the file is received by Payroll, the changes become effective within moments.

Description The following illustration shows how the HR & Benefits module shares benefit-deduction changes with the Payroll module when you use the On-Demand Deductions feature.

Note: Because the deduction-change file pulls changes to benefit deductions from a live database (in HR & Benefits), the information shared with Payroll is current.


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What Data Flows to Payroll in a Deduction-Change File? The following effective-dated data flows to Payroll in a deduction-change file:

Deduction codes


Example Allen Anderson has just been hired. The HR practitioner enters and saves new-hire information for Allen, including benefit elections that are effective today.

The majority of Allen's new-hire information displays in Payroll in real time. Deduction codes and benefit deduction amounts, however, flow to Payroll in a deduction-change file. The updates display as soon as they are received by Payroll.

Dataflow for Effective-Dated Deductions

Overview HR & Benefits determines when to include effective-dated changes in a deduction-change file by comparing two files: a baseline file and a comparison file.

Principles A deduction-change file is generated by comparing the deduction data previously sent to Payroll (baseline) with deduction data that became effective before or on a specific date (comparison). For example, the deduction-change file that was sent to Payroll earlier had a comparison date of 10/05, and new baseline data was established on 10/05. If the next pay cycle needs effective-dated deduction changes through (and including) 10/19, HR & Benefits uses a comparison date of 10/19. All changes that did not flow to Payroll in the 10/05 change file but that are effective on or before 10/19 will be included in the change file sent to Payroll.

Dataflow for Scheduled, Effective-Dated Deductions

If you have chosen the Scheduled Deductions feature, your ADP representative will establish a schedule for capturing deduction changes so that effective-dated deduction changes are implemented in the intended pay period. This arrangement allows you to enter future-dated enrollments in HR & Benefits at any time. The schedule developed by your ADP representative will include data-period start dates, data-period end dates, and scheduled dates, based on when Payroll needs effective-dated deduction changes for payroll processing.

The following table provides examples of the effective-dated changes to benefit deductions that are included in a deduction-change file based on start and end dates. The table also provides examples of when data is applied in Payroll.

IF a deduction-change file contains these dates:

THEN the deduction-change file includes deduction changes that are effective:

AND the deduction changes flow to Payroll (which updates its records and displays the changes) on the scheduled date:

Start Date: 9/21 (baseline)

End Date: 10/5 (comparison)

Scheduled Date: 10/3

Before or on 10/5 and that did not flow to Payroll in the previous change file

10/3

Start Date: 10/5 (baseline)

End Date: 10/19 (comparison)

Scheduled Date: 10/17


10/17


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Dataflow for Effective-Dated, On-Demand Deductions

Using the On-Demand Deductions feature, you can manually enter a comparison date and generate a deduction-change file. The deduction-change file includes changes that became effective before or on your comparison date, but that were not included in your baseline file (the change file you submitted earlier). Once the deduction-change file is generated, you can share it with Payroll by clicking the Submit button.

Be sure to coordinate the timing of your submission with your payroll department. Verify that the deduction-changes you submit will be effective within the current pay period.

The following table provides examples of the effective-dated benefit-deduction changes that are included in a deduction-change file, based on baseline and comparison dates. The table also provides examples of when the data is applied in Payroll.

IF the dates for a deduction-change file are:

THEN the deduction-change file includes deduction changes that are effective:

AND the deduction changes flow, update, and display in Payroll when you click Submit on:

Baseline Date: 9/21

Comparison Date: 10/5

Date you click Submit: 10/3


10/3

Baseline Date: 10/5

Comparison Date: 10/19

Date you click Submit: 10/17


10/17

Dataflow for Retroactive Effective-Dated Deductions

Unlike changes for all other effective-dated fields, changes for retroactive effective-dated enrollment deductions are included in the first deduction-change file that subsequently flows to Payroll, regardless of its baseline and comparison dates.

For example, a benefits-enrollment change that was effective on April 1 but was not entered and saved until April 5 is included in the first deduction-change file generated after April 5.


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Explore: The Integration Page

Overview To view and work with the tabs on the Integration page, you must have the appropriate permissions or rights.

Tabs and Descriptions

Tab Description

Deductions Use the Deductions tab to:

Determine when your next scheduled deduction job runs

Generate on-demand deduction-change files, resolve deduction errors, and submit deductions to Payroll

Specify who receives e-mail notifications when a deduction-change file is generated.

Change your deduction file submission option

Integration Log Use the Integration Log tab to verify dataflow

Integration Profiles Use the Integration Profiles tab to view your integration profile and the fields that are excluded, included, or required when data flows to Payroll.


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Explore: The Integration > Deductions > Deduction Configuration Page

Overview The Deduction Configuration Summary page shows the on-demand/scheduled deduction mechanisms set up for you by your ADP representative. Use this page to determine when your next scheduled deduction job will run, generate change files, resolve deduction errors, submit deductions to Payroll, and view your configuration history.

Elements and Descriptions

Element Description

Name The name of the on-demand/scheduled deductions configuration. Usually, it’s the same as the name of the pay group, but it may also contain more descriptive information.

Baseline Date The date of the earlier file to which the deduction-change file is compared.

Comparison Data link Displays the baseline (comparison) data in Microsoft® Excel®.

Status Current state of the deduction-change file: New, Queued, Processing, Errors Found, Change File Ready, or Submitted

Compare Date The date on which the deduction-change file captures new deduction-changes.

Change File link Displays the change-file data in Microsoft Excel.

Next Scheduled The date on which the next scheduled deduction job runs (automatically)

Note: If your company uses only the On-Demand Deductions feature, the word Paused displays in the Next Scheduled field.

Employee statistics The number of employee records in the baseline (compare) and change files.


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Elements and Descriptions (Continued)

Element Description

Submit button

Note: In some cases, one of the following buttons displays instead of the Submit button:

Create New Change File

Refresh

Finalize

The function of this button changes, based on the status shown in the upper-left corner of the page.

IF the status is: THEN the following button displays in the lower-left corner of the page:

AND performs the following actions:

New or Submitted

Create New Change File

Creates a new deduction-change file

Queued, Processing, or Sending

Refresh Refreshes the view and displays a new status, if applicable

Submit Sends the changes in the deduction-change file to Payroll and notes them in the Configuration History.

Change File Ready

Finalize Closes out the deduction-change file, if it does not contain records, and adds it to the Configuration History.

Discard & Compare Again button

Deletes the change file and allows you to generate a new one.

Discard button Deletes the change file.

View/Edit Records button Allows you to view or edit employee records in the change file.

Configuration History section Displays a list of the change files generated until now. To view the list, click the arrow.

Important Information You cannot delete benefit deductions or enrollments simply by discarding the deduction-change file in which they are listed; deductions and enrollments persist beyond the life of the file. If you simply delete a deduction-change file that contains deductions or enrollments, and you later generate a new deduction-change file, the benefit deductions from the old file will be included in the new one.


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Generating a Deduction-Change File Job Aid

Scenario You need to send benefit-deduction changes to Payroll manually because you need to apply them to the current pay period. To do this, you need to generate a deduction-change file.

Instructions

Step Action

1



Select the Integration tab. On the Primary Navigation Bar, point to HR & Benefits and select the Integration option.

2 Verify that the Deductions > Deduction Configuration page is selected.

Result: The Deduction Configuration Summary page displays.

Note: The following illustration shows only the lower portion of the Deduction Configuration Summary page.

3 In the lower-left corner of the Deduction Configuration Summary page, click Create New Change File.

Result: The Compare Deductions Data window opens.

4 In the Comparison Date field, enter a date on or after the effective date of the deduction-changes you want to capture in the deduction-change file, and click Continue.


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Instructions (Continued)

Step Action

5

IF the Compare Date is: THEN:

14 or more days after the Baseline Date A warning message displays. Click OK to acknowledge the message.

Fewer than 14 days after the Baseline Date View results and go to step 6.

Result: The Deductions Configuration Summary page displays a confirmation message, and the status of the change file is Queued.

6 Click Refresh until the status changes to Change File Ready.

Result: The employee statistics display.


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Best Practice As a best practice, make a habit of checking the records in a deduction-change file before submitting the file to Payroll. To display records, click the View/Edit Records button in the lower-right corner of the Deduction Configuration Summary page.

The following example shows the employee records displayed in a deduction-change file.

To view the amount of a specific employee’s deduction, along with the code for it, select the employee’s name. While viewing this information, you can remove the employee's record from the deduction-change file and resolve any errors. To return to the Deduction Configuration Summary page, click the Summary link in the upper-left corner of the page.

Note: Errors must be resolved in HR & Benefits before changes can flow to Payroll.

Important Information To be proactive and for preview purposes, you can generate a deduction-change file that reflects a different comparison date at any time — even if you do not want to submit the change file to Payroll.

You may find this functionality useful during open enrollment as a way of monitoring your employees' benefit enrollment deductions for the new plan year. For example, if your new plan year begins on 01/01/20XX, generate a deduction-change file with a compare date of 01/01/20XX. After the deduction-change file is generated, click the View/Edit Records button and resolve any potential issues proactively.

If you do not want to submit the change file, you can remove it by clicking the Discard button.

Additional Resources For more information on resolving deduction-change file errors, refer to the Resolving HR & Benefits and Payroll Dataflow Issues job aids on the Support Center.


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Submitting a Deduction-Change File to Payroll Job Aid

Overview When Payroll receives a deduction-change file, Payroll records are updated within moments and the changes become effective immediately. Therefore, before you submit a deduction-change file, be sure to coordinate the timing of your submission with your payroll department: verify that the deduction changes you are about to submit are intended to become effective within the current pay period.

Submit your deduction-change file from the Deductions tab on the Integration page. When the value of the Status field is Change File Ready, go ahead and submit the deduction-change file to Payroll.

Scenario You have generated a deduction-change file. After coordinating the timing of your file submission with your payroll department, you are ready to send the file to Payroll.

Instructions

Step Action

1



Select the Integration tab. On the Primary Navigation Bar, point to HR & Benefits and select the Integration option.

2 Make sure the Deductions > Deduction Configuration page is selected, and the status is Change File Ready.

Result: The Deduction Configuration Summary page displays.

3 Click Submit.


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Step Action

4

IF the Compare Date is: THEN:

14 or more days after the Baseline Date A warning message displays. Click OK to acknowledge the message.

Fewer than 14 days after the Baseline Date Go to step 5.

5 Click Refresh to update the status.

Result: The Deduction Configuration Summary page displays the current status (Submitted) and the deduction changes flow to Payroll. The submitted file is shown in the Configuration History.

Once you submit a deduction-change file to Payroll, you can view the records in that file, but you cannot remove them. If you need to reverse the submission of a deduction-change file, contact the ADP service team.

Important Information When you submit a deduction-change file to Payroll, you establish new baseline data in HR & Benefits with which new data will be compared.


For more information about managing the deduction files that flow to Payroll, complete the HR & Benefits – Deduction Mapping tutorial on Learn@ADP.


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Explore: The Integration > Deductions > Deduction Settings Page

Overview If you have multiple deduction configurations, use the Deduction > Deduction Settings page to select the deduction configuration for which you need to change the options, and click Go. This page also contains areas in which you can name the deduction configuration and specify who will receive e-mail notification when a deduction-change file is generated.

The file-submission options that display at the bottom of the page apply only to clients who have the Scheduled Deductions feature.


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Element Description

Select Configuration list A menu of deduction configurations. Select one and click Go.

Configuration Name field The name assigned to the deduction configuration.

Pay Group The pay group for which the deduction configuration is set up.

Add button The button you click to add an e-mail address to the list.

Delete button The button you click to remove an e-mail address from the list.

Receive Error And File Generation Messages list

The list of e-mail addresses to which notification messages are sent.

Enter E-mail field The space in which you enter an e-mail address to be added to the list. (Click Add after entering address.)

Choose A Format For E-mail Messages list

A choice of two formats: HTML and Plain Text.

File Submission Options The selected option determines how ADP will handle scheduled deduction-change files. The following table describes each option:

File-Submission Option

Description

Send File Excluding Errors

Deduction-change file is generated and sent to Payroll, but it includes only deductions that do not return an error

Do Not Send File If Errors Found

Deduction-change file is generated, but if one or more deductions returns an error, the entire deduction-change file is not sent to Payroll

Generate File But Do Not Send

Deduction-change file is generated but not sent to Payroll

Important Information File submission options apply to scheduled deductions only. Your next regularly scheduled deduction-change file will be submitted according to the option you select.


For additional information on the Deduction Settings page, contact the ADP service team or refer to the following job aids in the appendix:

Changing E-Mail Notifications about Deductions Job Aid

Changing Submission Options for Deduction-Change Files Job Aid


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Dataflow Comparison

Overview This topic provides comparisons and summaries of three features: On-Demand/Scheduled Deductions, Real-Time New Hire, and Real-Time Updates.

Data Types and Descriptions The following table compares dataflow via the On-Demand/Scheduled Deductions feature with dataflow via the Real-Time New Hire and Real-Time Updates features. For each feature, the table lists when specific data flows to Payroll, and when Payroll uses the data in its calculations.

Deduction Real-Time New Hire Data Type

On-Demand Deductions

Scheduled Deductions

Set Up to Send Now

Set Up to Send on Future Date

Real-Time Updates

Payroll Applies Data

Earnings Not applicable

Not applicable

Sent when new hire record is saved


Sent on the calendar day in which earnings become effective in HR & Benefits

Based on effective-dating setup inPayroll

Payroll setup ensures earnings data posts to the correct pay period

All Other Effective-Dated Fields

Sent manually when you click Submit.

File includes deduction data with effective dates on or prior to the comparison date that were not included in the previous file.

File generated automatically on the Next Scheduled date. Based on setup, the file is sent automatically or manually when you click Submit.

File includes deduction data with effective dates on or prior to the end date (comparison date) that were not included in the previous file.



Sent on the calendar day in which data becomes effective in HR & Benefits

When received

Retroactive Effective-Dated Fields

Sent in next manually generated change file

Sent in next automatically generated change file




When received

Noneffective-Dated Fields

Not applicable

Not applicable Sent when new hire record is saved



When received


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Learning Activity: When Do the Deductions Flow?

Scenario On October 15 the HR practitioner made several enrollment deduction changes (in HR & Benefits) that are effective dated for November 1. Based on your company's setup for On-Demand/Scheduled Deductions, figure out when the deduction-change file will be generated, what effective-dated deduction data will be included in the deduction-change file, and when the deduction-change file will flow to Payroll and become effective.

Instructions

Step Action

1 Based on your understanding of deductions dataflow, determine when the deduction-change file will be generated.

2 Determine what effective-dated deduction data will be included in the deduction-change file.

3 Determine when the deduction-change file will flow to Payroll and become effective.

4 For each type of deductions setup described in the first column, circle the correct answers in each of the last three columns on the right.

How are deductions set up in HR & Benefits?

What are the dates in deduction-change

file?

When is the change file generated?

On or before what date does deduction data in change file

become effective?

When does the change file

flow to Payroll and become

effective?

Scheduled Deductions: Deduction-change file generated automatically and set up to be sent automatically

Start Date: 10/29 End Date: 11/12 Scheduled Date: 11/9

a. 10/29 b. 11/12 c. 11/9

a. 10/29 b. 11/12 c. 11/9

a. 10/29 b. 11/12 c. 11/9

Scheduled Deductions: Deduction-change file generated automatically and set up to be sent manually

Start Date: 10/29 End Date: 11/12 Scheduled Date: 11/9 Date you click Submit: 11/10

a. 10/29 b. 11/12 c. 11/9 d. 11/10

a. 10/29 b. 11/12 c. 11/9 d. 11/10

a. 10/29 b. 11/12 c. 11/9 d. 11/10

On-Demand Deductions: Deduction-change file generated manually and set up to be sent manually

Baseline Date: 10/29 Comparison Date: 11/12 Date you create the change file: 11/9 Date you click Submit: 11/10

a. 10/29 b. 11/12 c. 11/9 d. 11/10

a. 10/29 b. 11/12 c. 11/9 d. 11/10

a. 10/29 b. 11/12 c. 11/9 d. 11/10


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Module 2 Summary





Module 3: Verifying Dataflow

Handout Manual

MODULE 3: VERIFYING DATAFLOW HANDOUT MANUAL

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Purpose This module prepares you to verify real-time and deduction dataflow in both HR & Benefits and Payroll.


Verifying Dataflow in HR & Benefits



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Overview HR & Benefits offers many different tools to verify dataflow from HR & Benefits to Payroll. You can verify real-time dataflow specific to one employee in their employee record, or you can verify all types of dataflow at the company or global level on the Integration page.

What Are the HR & Benefits Verification Tools? To verify dataflow from HR & Benefits to Payroll, you can use ADP generated e-mail, the Integration > Deductions tab, the Integration > Integration Log tab, and the Integration category in an employee's record.

Example A deduction job ran on October 17. Donald East, an HR practitioner, is notified by ADP, in e-mail, that benefit-deduction information has been updated in Payroll. After reviewing the e-mail, Donald wants to view the deduction-change file history.

Later in the morning, Donald enters a new-hire record in HR & Benefits. While working on it, he verifies that the new-hire record was established in Netsecure and sent to Payroll. In addition, Donald checks log messages in the employee's record to verify dataflow to Payroll.

The same day, Donald returns to the employee's record and updates it with a work phone number. While working on the employee's record, Donald needs to verify that the update has flowed to Payroll, so he checks the appropriate field and the value that has flowed to it

A few days later, Donald wants to verify all the real-time and deduction data that has flowed to Payroll for the entire week.

Tools and Descriptions To verify real-time and deduction dataflow from HR & Benefits to Payroll, the HR practitioner uses the following tools:

Tool Description

E-mail Notification Messages generated by ADP to verify that a deduction-change file has been generated. If your company's setup includes automatic delivery of the deduction-change file, the e-mail verifies submission, too.

Integration > Deductions tab Verify and display information about the history of your deduction-change file.

Employee > Integration category Verify real-time and deduction dataflow for a specific employee.

Integration > Integration Log tab Globally verify real-time and deduction dataflow for all employees during a particular week


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What Is an E-mail Notification? When a deduction-change file is generated, ADP automatically sends an e-mail notification to recipients designated by you. Work with your ADP representative to identify people who should be notified. The type of information included in the e-mail depends on the deduction configuration set up by your ADP representative.

Example The e-mail includes a snapshot of the Deduction Configuration Summary screen, informs you whether there were errors in the deduction-change file, provides confirmation text specific to your deduction configuration, and gives you ADP contact information.

The following sample e-mail notification shows the information you may receive for a scheduled deduction job in which the change file was sent automatically to Payroll.


For more information on resolving errors in deduction-change files, refer to the Resolving HR & Benefits and Payroll Dataflow Issues job aids on the Support Center.

For more information on creating or changing the list of recipients for ADP e-mail notifications, refer to Changing E-mail Notifications about Deductions Job Aid in the appendix.


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Explore: The Configuration History Area on the Integration > Deductions Tab

Overview Use the Integration > Deductions tab to view the history of the deduction-change file that you submitted or finalized. To view your history, click the arrow shown in the gray Configuration History bar.

If you would like to display the history for a different time period, select the desired month and year, and click View. To activate the buttons in the Configuration History area, select the row for which you would like more information.


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Element Description

View Summary button Displays a summary of the data in the deduction-change file for the selected row (in the upper portion of the page)

Comparison Data button Displays the data in the baseline (comparison) deduction-change file in Microsoft Excel format

Change File button Displays the data in the deduction-change file in Microsoft Excel format

Month list Lets you select the month for which you would like to display configuration history

Year list Lets you select the year for which you would like to display configuration history

View button Displays the configuration history for the selected month and year

Important Information To exit the historical view and navigate to the current Deduction Configuration Summary page, click Return in the middle of the Historical View: Deduction Configuration Summary page.


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Explore: The Employee > Integration Category Use the Employee > Integration category when you want to verify dataflow and you are currently working in the employee's record. The Integration category within an employee's record enables you to verify dataflow for a specific employee.

The Integration category contains two pages: Edit and View.

Pages and Descriptions

Page Description

Integration: Edit Primarily used for troubleshooting but also used to verify an employee's real-time dataflow

Integration: View Used to:

Display real-time dataflow logs for a specific employee

Display the actual field data that flowed to Payroll, in real time, for a specific employee


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Explore: The Employee > Integration: Edit Page Use the Integration: Edit page to validate successful real-time dataflow for an individual employee. Although you will mainly use this page for troubleshooting, you can also use it to verify real-time processing.

The following sample Integration: Edit page shows that the new hire has registered successfully in ADP Netsecure, and the appropriate new-hire data has been sent to Payroll for processing.


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Elements and Descriptions The following table describes the elements that display on the Employee > Integration: Edit page for real-time dataflow from HR & Benefits.

Element Description

Employee Registration section

Border color indicates whether the employee has registered successfully in ADP Netsecure. If necessary, click the Send button to resend the employee's record to ADP Netsecure for registration.

IF the border is: THEN it indicates:

Gray Successful registration in ADP Netsecure

Red Unsuccessful registration in ADP Netsecure.

Note: If the border is red, contact the ADP service team for assistance.

Employee New Hire section

Border color indicates whether the employee's new-hire record has been sent successfully to Payroll. If necessary, click the Send button to resend the employee's new-hire record to Payroll for processing.


Green Successful new hire dataflow to Payroll.

Note: The border color does not indicate whether the employee's new-hire record has been updated successfully in Payroll. You need to verify dataflow in Payroll.

Red Unsuccessful new-hire dataflow. Employee’s new-hire record has not been sent to Payroll. Resolve the issue or contact the ADP service team for assistance.

Employee Updates section

Border color indicates whether the employee's record was sent successfully to Payroll. If necessary, click the Send button to resend the employee update to Payroll for processing.


Green Successful employee update(s) dataflow to Payroll.

Note: The border color does not indicate whether the employee's changes have been updated successfully in Payroll. You need to verify dataflow in Payroll.

Red Unsuccessful employee update. Employee update has not been sent to Payroll. Resolve the issue or contact the ADP service team for assistance.

Note: A gray border around the Employee Registration section indicates that registration in ADP Netsecure has been successful. A gray border around any other section has no significance. When dataflow is in progress, you may see a yellow border around the active section.


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Explore: The Employee > Integration: View Page Use the Integration: View page to find and display real-time log messages for a specific employee, or to view the real-time data that flows to Payroll for a specific employee.

The Integration: View page contains two pages: View Logs and View Profile Data.

Pages and Descriptions

Page Description

View Logs Displays real-time dataflow log messages for a specific employee

View Profile Data Displays the fields that flow to Payroll in real time and the actual field data that flowed in real time for a specific employee


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View Logs Page Use the View Logs page to review real-time dataflow logs for a specific employee.

At the top of the page, you can enter filter settings to control which log messages display. For example, you can limit the display to log messages based on date, type, or severity. By default, the View Logs page displays messages of all types and severities for the current date.

The following sample page shows the real-time log messages generated for Kathryn from October 20, 20XX through the present.


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View Profile Data Page The HR practitioner wants to verify the actual real-time data that is specific to Kathryn Margulis. If you need to verify or view the actual real-time data specific to one employee that flowed from HR & Benefits to Payroll, use the View Profile Data page. The View Profile Data page allows you to view the:

HR & Benefits fields that flow to Payroll in real time

Corresponding fields in Payroll

Status of HR & Benefits fields

Values in HR & Benefits fields for an individual employee


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Explore: The Integration > Integration Log Tab Use the Integration > Integration Log tab for global verification of dataflow from HR & Benefits to Payroll: confirmation of dataflow messages in the Integration Log for all employees and types of dataflow. In addition to messages about real-time dataflow delivery and processing, you will also see messages about deduction dataflow.

The following example shows the log messages that display on the Integration > Integration Log tab for the date range of 10/20/20XX through 10/24/20XX. Log messages display for Real-Time New Hire, Real-Time Updates, and On Demand/Scheduled Deductions.

Note: The Select Type options listed on your Integration Log page may differ from those shown here.


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Select Appropriate Filter Settings to View Logs Area

Element Description

Date Range fields Select or enter the range of dates for which you want to view integration-log messages.

Employee Search field Enter part or all of the name of an employee for whom you want to view integration-log messages.

Select Type options Click to clear the Registration, New Hire, or Update filter options, which limit the display of log messages to only those types selected.

Note: ADP Workforce Now clients have an additional Select Type option by which to filter: Payroll Read Only (SICT). Payroll Read Only (SICT) log messages indicate that an ADP associate has viewed or changed an integration profile.

Select Severity options Click to clear the Successful, Warnings, or Errors options, which limit the display of log messages to only those severities selected.

Go button Click Go to display the log messages that meet the criteria set by your filters.

Message Results Area

Element Description

Navigation Arrows Click the navigation arrows to scroll through multiple pages of log messages

Date Date on which the log message was generated

Time Time at which the log message was generated

Type Category of the log message

Detail Specific description of the log message


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Verifying Dataflow by Feature or Task Job Aid

Verifying Dataflow in an Employee's Record

IF you want to:

THEN use the: AND verify a dataflow or perform another task, by doing the following:

Employee > Integration: Edit page

1. In the employee's record, point to the Integration category and select Edit. Result: The Integration: Edit page displays.

Verify Real-Time New Hire

Employee > Integration: View > View Logs page

1. In the employee's record, point to the Integration category and select View. Result: The Integration: View page displays.

2. Make sure that View Logs is selected in the page list (in the upper-left corner).

3. In the filter settings area, enter the range of dates, plus the type and severity criteria for which you want to view log messages, and click Go. Result: The results of your filter settings display.

Verify Real-Time Updates

Employee > Integration: View > View Logs page


2. Make sure that View Logs is selected in the page list (in the upper-left corner).

3. In the filter settings area, enter the range of dates, plus the type and severity criteria for which you want to view log messages, and click Go. Result: The results of your filter settings display.

View the actual real-time data for a specific employee that flowed to Payroll

Employee > Integration: View > View Profile Data page


2. From the page list (in the upper-left corner) select View Profile Data. Result: The View Profile Data page displays.


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Verifying Dataflow on the Integration Page

IF you want to:

THEN use the: AND verify a dataflow or perform another task, by doing the following:

Globally verify all dataflow for the selected filter settings

Integration > Integration Log tab



Select the Integration tab.

On the Primary Navigation bar, point to HR & Benefits and select the Integration option.

1. Select the Integration Log tab.

2. In the filter settings area, enter the date range, type and severity criteria by which you want to view the log messages and click Go. Result: The results of the entered filter settings display.

View the actual deductions data in a specific deduction-change file

Integration > Deductions tab



Select the Integration tab.

On the Primary Navigation bar, point to HR & Benefits and select the Integration option.

1. Make sure the Deductions > Deduction Configuration page is selected.

2. In the Configuration History area (at the bottom of the page), click the arrow. Result: Configuration history displays.

3. From the lists on the right, select the month and year for which you want to view history, and click View. Result: The configuration history for the selected month and year displays.

4. Select the row for which you want to view information.

5. In the Configuration History area, click the Change File button.Result: A File Download window opens.

6. Click Open. Result: The deduction-change file data displays in Excel.


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Overview To verify dataflow in Payroll, a payroll practitioner uses the following tools:

ADP Shared Services Alerts

View ADP Shared Services Log Files page

Employee's record

Masterfile Audit Report

Employee Changes Report

Explore: ADP Shared Services Alerts in Payroll Alerts display on the Home page to indicate dataflow to Payroll.

The following sample Home page shows two alerts in the lower-right corner of the page, indicating dataflow from HR & Benefits.

The only way to determine the success of an alert message is to click the alert link, navigate to the View ADP Shared Services Log Files page, and view additional information about the dataflow.


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Alerts and Descriptions The following alert messages may indicate successful dataflow:

Alert Description

An Employee Import File containing new-hire record(s) was loaded automatically. View the log file for details.

The Real-Time New Hire record was delivered to Payroll. To verify a successful dataflow, click the alert and review the log file.

An Employee Import file containing updated employee record(s) was loaded automatically. View the log file for details.

The Real-Time Updates record or deduction-change for an employee was delivered to Payroll. To verify a successful dataflow, click the alert and review the log file.

An Employee Import File containing new-hire record(s) is ready to be processed.

The Real-Time New Hire record was delivered to Payroll. However, the dataflow did not auto-load and requires manual processing.

An Employee Import File containing updated employee record(s) is ready to be processed.

The Real-Time Updates record was delivered to Payroll. However, the dataflow did not auto-load and requires manual processing.

Important Information An alert link on the Home page that ends with the words "ready to be processed" is a notification that the dataflow has not been auto-loaded and requires manual processing.

Additional Resources For more information on manually importing an HR & Benefits data file into Payroll, refer to the Resolving HR & Benefits and Payroll Dataflow Issues job aids on the Support Center.


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Explore: The View ADP Shared Services Log Files Page in Payroll The View ADP Shared Services Log Files page displays log files for Real-Time Updates, Real-Time New Hires, and deductions. By default, the View ADP Shared Services Log Files page displays log files for the current week. To view specific log files, based on criteria you provide, enter search criteria in the gray area at the top of the page, and click Find.

The following is an example of the View ADP Shared Services Log Files page.

Do not be concerned if the View ADP Shared Services Log Files page displays two New Hire or Update log files for the same employee. For example, the preceding illustration shows two HRB New Hire Import log files for Jeffrey Peterson. One log file contains effective-dated salary data; the other log file, other real-time data. The number of log files that display on the View ADP Shared-Services Log Files page depends on the configuration of Real-Time New Hire in HR & Benefits, and the configuration of effective dating in Payroll. If you have more than one log file for the same process, review the details of both logs.


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Columns and Descriptions

Column Description

Name The employee whose record is affected by the process.

Process Link indicating the process that produced the log file.

IF the link is labeled: THEN the process that produced the log file is:

HRB Update Import Real-Time Updates or deduction update

HRB New Hire Import Real-Time New Hire

Company The company code for which the process ran

Send Date Date and time at which the file was sent to Payroll

Processed Date

Date and time at which the file was processed in Payroll

Status The current state of the process: Successful, Warning, or Error, as defined in the following table.

Status Description

Successful The file loaded successfully with no errors or warnings.

Warning The file loaded successfully with warnings about the data.

Error Errors prevented the file from loading. Some records or fields may not be updated in the Payroll database and require troubleshooting.

Log File Details The payroll practitioner can click a log file process link to view details about a specific log file.

The following sample excerpt shows the details that display for a successful Real-Time Update record.

To print the log file details, do not use your Internet browser's Print command; the right side of each page will be truncated. To print the entire detailed log file, paste the contents into Microsoft® Windows® Notepad® and print from there.

To exit from the log file details and return to the View ADP Shared-Services Log Files page, click the Back to the List of Files link in the upper-left corner of the page.


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Best Practice Log files remain in the View ADP Shared Services Log Files area until you delete them. Periodically review the status of each log file and delete those with a status of Success. To remove a log file, select the check box to the left of the name and process you want to remove, and click Delete.

Do not delete log files with an error or warning status until the problems in them are resolved. If you need help to resolve an issue, an ADP representative will ask you to fax or e-mail the details of the log file. A log file cannot be retrieved once deleted.

Additional Resources For more information on viewing and printing the details listed on a log file page, refer to the Viewing and Printing Log File Details Job Aid, available in the appendix.


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Explore: Other Tools to Verify Dataflow in Payroll

Overview After reviewing the log file, the payroll practitioner uses other tools to verify the specific data that has flowed to Payroll.

Tools and Descriptions The payroll practitioner can use the following Payroll tools:

Tool Description

Employee record View the new hire's record, updates to an existing employee record, or deduction-changes

Masterfile Audit report View a comprehensive outline of new-hire information received or entered during the current pay cycle

Employee Changes report View a list of changes to employee records during the current pay cycle

Employee Record in Payroll The payroll practitioner can search for an employee in Payroll, and review the employee's new or updated record.

The following is an example of an employee record that flowed to Payroll in real time.


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Masterfile Audit Report in Payroll To view a comprehensive outline of the new-hire information in Payroll during the current pay cycle, the payroll practitioner can run the Masterfile Audit report with the New Hires Only option selected. The following illustration is an example of the Masterfile Audit report.

Employee Changes Report in Payroll To view a list of employee changes during the current pay cycle, the payroll practitioner can run an Employee Changes report. The report includes the name of the field that was changed, its old value, its new value, and the name of the person who made the change.

The following illustration is an example of the Employee Changes report.

Entries in the Changed By column show who updated the record in Payroll.

IF the Changed By column displays: THEN the change resulted from:

SuperUser An update that auto loaded

Special HRBUser A manual import

Any other user Data entry in Payroll


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Important Information The Employee Changes report does not include new-hire information.

The Masterfile Audit report does not display Changed By information.

Additional Resources For more information on running Masterfile Audit reports or Employee Changes reports, see the following job aids in the appendix:

Generating an Employee Changes Report Job Aid

Generating a Masterfile Audit Report Job Aid


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Practice: Verifying Dataflow in HR & Benefits and Payroll

Scenario 1: HR & Benefits Users Only You want to verify Marcella Taggart's real-time dataflow using many of the verification tools in HR & Benefits. Complete the following tasks:

In Marcella's record, verify new-hire registration in ADP Netsecure, and confirm that her new-hire record flowed to Payroll.

In Marcella's record, verify her new-hire and update-log messages from 08/01/20XX through 08/31/20XX.

In Marcella's record, verify the real-time field data that flowed to Payroll.

Globally verify all the dataflow from 10/20/20XX through 10/24/20XX.

View the actual deduction data that was sent to Payroll on 10/23/20XX in an Excel file.

Note: When this scenario opens in the training environment, you will be in Marcella Taggart's record in HR & Benefits.

Instructions

Step Action

1 Using the Integration: Edit page in Marcella Taggart's record, verify that Marcella is successfully registered in ADP Netsecure and that her new-hire information has been accepted.

2 Using the Integration: View > View Logs page in Marcella Taggart's record, verify the real-time dataflow from 08/01/20XX through 08/31/20XX.

Note: In the training environment, click a date field to display a date.

3 Using the Integration: View > View Profile Data page in Marcella Taggart's record, verify the field data that was sent to Payroll.

4 Using the Integration > Integration Log page, verify all dataflow from 10/20/20XX through 10/24/20XX.



Select the Integration tab. On the Primary Navigation bar, select HR & Benefits, and select the Integration option.

Note: In the training environment, click a date field to display a date.

5 Using the Deductions > Deduction Configuration page, view the actual deduction data that was sent to Payroll on 10/23/20XX in an Excel file.

Hint: To view your deduction-change file history, you must expand the Configuration History area. You do not want to view a summary of the deduction-change file; you want to view the actual data in an Excel file.


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Scenario 2: Payroll Users Only You want to verify that an address change for Marcella Taggart has flowed to Payroll successfully. To do so, you use many of the Payroll verification tools. Complete the following tasks:

Access the log file to verify that Marcella's employee update has flowed to Payroll.

View the details of Marcella's HRB Update Import log file.

If you confirm that the process has been successful, delete the log file.

Verify that the address in Marcella's record is 124 Valley View Drive.

Note: When this scenario opens in the training environment, you will be on the Payroll Home page.

Instructions: Part 1 – Verifying Dataflow in Payroll

Step Action

1 View the alerts in the ADP Shared Services Alerts area on the Home page to validate successful dataflow.

2 Click the alert link that indicates a successful Real-Time Update.

Result: The View ADP Shared Services Log Files Page displays.

3 Use the View ADP Shared Services Log Files page to validate successful real-time dataflow.

4 Click the HRB Update Import link for Marcella Taggart.

5 View the details of the Real-Time Update log file.

6 Delete the log file.

Instructions: Part 2 – Verifying Data in an Employee's Payroll Record

Step Action

1



Click the Employee button. On the Primary Navigation bar, select Payroll, and then select the Employee option.

2 Select the Employees tab.

Result: An employee list displays on the left side of the page.

3 In the employee list, select Taggart, Marcella.

Result: The employee record displays on the right side of the page.


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Module 3 Summary





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Exploring HR/Benefits Solution

Overview In this topic you will learn how to log on HR/Benefits Solution. You will also learn how to navigate through the application so you can perform the tasks you have just learned.

Logging On HR/Benefits Solution Follow the steps in the table below to log on HR/Benefits Solution.

Step Action

1 In the User Name field, enter the user name assigned to you.

2 In the Company Identifier field, enter the company identifier assigned to your company.

3 In the Password field, enter your password.


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Navigating to Your Tasks

Navigation Elements and Descriptions

Element Description

Integration Page

Employee Page


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Course Closing

Course Objectives Now that you have completed this course, you are prepared to:

Determine when data flows from the HR & Benefits module to the Payroll module

Verify dataflow in both HR & Benefits and Payroll

Continuing Education Credits

Introduction ADP is a member of the International Association of Continuing Education and Training (IACET) and an approved provider of both recertification credit hours (RCHs) by the American Payroll Association (APA) and continuing professional education credits (CPEs) by the National Association of State Boards of Accountancy (NASBA). This course may be eligible for RCHs, CPEs, and continuing education units (CEUs) from various professional organizations.

RCHs, CPEs, and CEUs provide recognition for updating or broadening professional competencies. They may be used to maintain professional certifications, such as the Certified Payroll Professional (CPP), Certified Public Accountant (CPA), or Society for Human Resource Management (SHRM).

Professional organizations often require documentation of class objectives, duration, and so on, along with a certificate of completion. This information is provided on the following pages.

Please note that professional organizations establish their own certification procedures that are subject to change.


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HR & Benefits - Payroll Dataflow for ADP Workforce Now (77520)

Program Content This course prepares participants to use the features of two ADP modules: HR & Benefits and Payroll. Specifically, the course teaches them how to work with real-time and deduction dataflow.

Objectives Upon completing this course, participants will be prepared to:

Determine when data flows from HR & Benefits to Payroll

Verify dataflow in HR & Benefits and Payroll

Participant Materials Virtual class participants must print the HR & Benefits - Payroll Dataflow for ADP Workforce Now handout manual before the class.

Method of Presentation Virtual class

Duration 2.5 hours


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Continuing Education Credits for This Course This course may be eligible for the following recertification credit hours (RCHs), continuing professional education credits (CPEs), and continuing education units (CEUs):

RCH: 2.5

CPE: 3

CEU: .3

In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted on a 50-minute hour.

ADP, Inc., Major Accounts, Training & Performance Systems is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be addressed to the National Registry of CPE Sponsors, 150 Fourth Avenue North, Suite 700, Nashville, TN, 37219-2417. Web site: www.nasba.org.

In accordance with the American Payroll Association (APA), RCHs apply to Certified Payroll Professional (CPP) and Fundamental Payroll Certification (FPC) credentials.

ADP, Inc. is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA 22102.


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Next Steps For additional information or to consolidate your learning:

Review the appendix in this handout manual.

Review the following payroll resources and tools on the Support Center:

Payroll Connection guide

Resolving HR & Benefits and Payroll Dataflow Issues job aids

For a list of additional training opportunities, refer to your Learn@ADP training plan.

Training Evaluation Thank you for attending this course. Please take a moment to complete the evaluation.

Appendix

Contents

HR & Benefits Job Aids

Changing E-mail Notifications about Deductions Job Aid .......................................... 1

Changing Submission Options for Deduction-Change Files Job Aid.......................... 3

Payroll Job Aids

Activating Effective-Dating in Payroll Job Aid........................................................... 5

Viewing and Printing the Log Files Details Job Aid ................................................... 7

Generating an Employee-Changes Report Job Aid...................................................... 9

Generating a Masterfile Audit Report Job Aid .......................................................... 11

Connection File Dataflow Overview

Overview.................................................................................................................... 13

What Is Connection File Auto-Load? ........................................................................ 13

How Does the Connection Work?.............................................................................. 14

What Data Flows to Payroll in a Connection File? .................................................... 15

Verifying Connection-File Dataflow in HR & Benefits

Overview.................................................................................................................... 17

What Is an E-mail Notification? ................................................................................ 17

Explore: The Connections Page ................................................................................. 19

Explore: The Connections > Data Pickup Tab........................................................... 21

Review: The Integration > Integration Log Tab ........................................................ 24

Verifying Connection-File Dataflow in Payroll

Overview.................................................................................................................... 25

Review: ADP Shared Services Alerts in Payroll ....................................................... 25

Review: The View ADP Shared Services Log Files Page in Payroll ........................ 26

Connections Job Aids

Assigning Connection Rights Using the Rights Management Page Job Aid............. 27

Assigning Connection Rights Using the Connections Page, Users Tab Job Aid....... 29

Setting Up Connections E-mail Notifications Job Aid .............................................. 31

APPENDIX

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HR & Benefits Job Aids

Changing E-mail Notifications about Deductions Job Aid

Instructions

Step Action

1



Navigate to HR & Benefits, and select Integration.

On the Primary Navigation bar, point to HR & Benefits, and select the Integration option.

2 Select the Deductions tab and click the Deduction Settings link.

Result: The Deduction Settings page displays.

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Step Action

3 Navigate to the Messaging area.

IF you: THEN:

Want to set up a user to receive e-mail notification

In the Enter Email field, enter the user's e-mail address and click Add.

No longer want a user to receive e-mail notification

In the Receive Error and File Generation Messages list, select the e-mail address of the appropriate user, and click Delete.

4 In the Choose a Format for Email Messages list, select a format.

5 Click Save.

APPENDIX

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Changing Submission Options for Deduction-Change Files Job Aid

Overview If your company uses the Scheduled Deductions feature, you can change your file-submission options.

Note: If your company uses only the On-Demand Deductions feature, file-submission options do not apply to you.

Instructions

Step Action

1



Navigate to HR & Benefits, and select Integration.

On the Primary Navigation bar, point to HR & Benefits, and select the Integration option.

2 Select the Deductions tab and click the Deduction Settings link.

Result: The Deduction Settings page displays.

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Step Action

3 Navigate to the File Submission area and select an option.

IF you select: THEN HR & Benefits will:

Do Not Send File If Errors Found Deduction-change file is generated, but if one or more deductions returns an error, the entire deduction-change file is not sent to Payroll

Send File Excluding Errors Deduction-change file is generated and sent to Payroll, but includes only deductions that did not return an error

Generate File But Do Not Send Deduction-change file is generated but is not sent to Payroll

4 Click Save.

Important Information Your next regularly scheduled deduction-change file will flow to Payroll according to the option you select.

APPENDIX

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Payroll Job Aids

Activating Effective-Dating in Payroll Job Aid

Instructions

Step Action

1



Navigate to Payroll, and click the Setup button.

On the Primary Navigation bar, point to Payroll, and select the Setup option.

Result: The Setup navigation menu displays.

2 On the navigation menu, under the General heading, select System Options.

Result: The System Options page displays.

APPENDIX

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Step Action

3 Scroll down to the Effective Dating section.

4 Select the Effective Dating option.

5 In the Use When Determining the Payroll Cycle Week # list, select the option you need to ensure that earnings data will be applied to the correct pay period.

6 Click Save.

APPENDIX

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Viewing and Printing Log Files Details Job Aid

Instructions

Step Action

1



Navigate to Payroll, and click the Utilities button.

On the Primary Navigation bar, point to Payroll, and select the Utilities option.

Result: The Utilities navigation menu displays.

2 On the navigation menu, under the Other Tasks heading, select View ADP Shared Services Log Files.

Result: The View ADP Shared Services Log Files page displays.

3 In the Process column, click the link for the file you want to view.

Result: The details of the log file display.

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Step Action

4 On the Internet Explorer menu bar, select Edit > Select All.

Result: All of the error log text is selected.

5 On the menu bar, select Edit > Copy.

6 On the Windows taskbar, click Start and select All Programs > Accessories > Notepad.

Result: The Notepad window opens.

7 On the Notepad menu bar, select Edit > Paste.

Result: The error log text displays in the Notepad window.

8 On the menu bar, select File > Print, choose your print settings, and click Print.

APPENDIX

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Generating an Employee-Changes Report Job Aid

Instructions

Step Action

1



Navigate to Payroll, and click the Reports button.

On the Primary Navigation bar, point to Payroll, and select the Payroll Reports option.

Result: The Reports navigation menu displays.

2 On the navigation menu, under the Audit Reports heading, select Employee.

Result: The Employee Reports page displays.

3 Under Employee Reports, select Personal.

Result: The list of personal reports displays.

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Step Action

4 Click the Employee Changes link.

Result: The Employee Changes Report page displays.

5 In the Available Companies list, select your company and click the right arrow.

6 Select any necessary options in the Selection Options, SSN Display, and Sorting Options sections.

7 Click Run Report.

Result: The View Reports page displays.

8 In the Report Name column, click the link for the report you just generated.

Result: The report displays.

APPENDIX

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Generating a Masterfile Audit Report Job Aid

Instructions

Step Action

1



Navigate to Payroll, and click the Reports button.

On the Primary Navigation bar, point to Payroll, and select the Payroll Reports option.

Result: The Reports navigation menu displays.

2 On the navigation menu, under the Audit Reports heading, select Employee.

Result: The Employee Reports page displays.

3 Under Employee Reports, select Personal.

Result: The list of personal reports displays.

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Step Action

4 Click the Masterfile Audit link.

Result: The Masterfile Audit Report page displays.

5 In the Available Companies list, select your company and click the right arrow.

6 If you want a report that displays only new-hire data, go to the Selection Options area and select the New Hires Only option.

7 Click Run Report.

Result: The View Reports page displays.

8 In the Report Name column, click the link for the report you just generated.

Result: The report displays.

APPENDIX

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Connection File Dataflow Overview

Overview Changes to employee-specific data that do not flow to Payroll in real time or via the On-Demand/Scheduled Deduction feature flow to Payroll via a connection-data file. A connection-data file is a comma-separated value (CSV) file containing employee data that flows from HR & Benefits to Payroll. For example, custom fields that are not included in an integration profile flow to Payroll via a connection-data file.

What Is Connection File Auto-Load? Some of the tasks associated with the connection file can be automated. Work with your ADP representative to enable the Connection File Auto-Load feature and establish a connection schedule.

Once activated, your connection automatically delivers changes you make in HR & Benefits to Payroll, based on your connection schedule. Payroll auto-loads the connection file and updates its database accordingly. For example, if you set up a daily connection schedule, any employee changes that you make in HR & Benefits today, and that are effective on or before today's date, display in Payroll tomorrow.

Example The company has issued Marcella Taggart a laptop. The HR practitioner updates the Laptop field (a custom field not included in the integration profile) in Marcella's record in HR & Benefits and saves the change.

Since Marcella's company runs a daily connection job, a connection file (containing changes for Marcella) is delivered to Payroll the following morning. Payroll auto-loads the connection file data and updates its records with the new information. When the payroll practitioner reviews Marcella's record in Payroll, she sees the new data.

APPENDIX

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How Does the Connection Work?

Overview Each night, beginning at 11:59 p.m. Eastern Time, ADP captures all the changes you've made to your HR & Benefits database in the past 24 hours, and copies them to an offline database. The mechanism used for this process is a connection job. A connection job pulls changed data from the HR & Benefits database and generates e-mail notifications indicating whether a connection file has been generated and whether it contains any errors. The connection job then delivers the file to Payroll. Once the data is received by Payroll, it is loaded, automatically, into Payroll records.

You can schedule your payroll connection to run once per pay period or according to a custom schedule.

Description The following illustration shows how ADP generates your connection file and auto-loads it in Payroll:

Because the offline database is generated at 11:59 p.m. and your connection job runs the following morning, the changes included in the file reflect yesterday's data.

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What Data Flows to Payroll in a Connection File? Data in the following types of fields flows to Payroll via a connection-data file:

Custom fields

Fields configured by you and your ADP representative to flow to Payroll via a connection-data file

Example Allen Anderson is a recent new hire. An administrative user enters and saves Allen's new-hire information, which includes badge ID information.

The majority of Allen's new-hire information flows and displays in Payroll in real time. The badge ID information, however, flows to Payroll via the next scheduled connection file; it displays in Payroll when the connection file auto-loads.

Effective-Dated and Noneffective-Dated Connection File Dataflow If effective-dated data is set up to flow to Payroll via a connection, it does so between the connection file's start and end dates (both of which are included in the valid range). Only changes with effective dates within this range are included in the connection file.

If noneffective-dated data is set up to flow to Payroll via a connection, it does so as part of the next connection data file that flows to Payroll — regardless of the start and end dates of the connection job.

It is important to enter all changes in HR & Benefits no later than the day before your connection job is scheduled to run, regardless of whether your schedule is rule-based or customized. By doing this you can ensure that all changes are included in the connection job. If you have a custom schedule, enter your changes the day before the end date for the connection job.

The following table provides examples of the date ranges for which effective-dated changes are included in a connection job, based on the start date and end date for the job. The table also shows when the data is applied in Payroll.

IF the following dates are assigned to a connection job:

THEN the connection-data file includes changes with the following effective dates:

AND the connection file auto-delivers and auto-loads in Payroll on:

Start Date: 9/21

End Date: 10/05

9/22 through 10/05 10/06

Start Date: 10/05

End Date: 10/19

10/06 through 10/19 10/20

Your ADP representative establishes start and end dates for your connection jobs to ensure that effective-dated changes are active during the pay period for which they are intended. This structure allows you to enter future-dated changes in HR & Benefits at any time.

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Dataflow for Retroactive Effective-Dated Connection Files Retroactive effective-dated changes are different from all other effective-dated fields: they always flow to Payroll in the next connection data file, regardless of the start and end dates for the connection job.

For example, a change that becomes effective April 1 but is not entered and saved until April 5 is included in the first connection job after April 5.

Important Information Since you cannot intercept a connection file before it is delivered to Payroll, make sure you understand your connection schedule.

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Verifying Connection-File Dataflow in HR & Benefits

Overview To verify connection dataflow in HR & Benefits, the HR practitioner uses the following tools:

Tool Description

E-mail Notifications Messages sent by ADP to verify connection dataflow

Connections > Data Pickup tab Options for verifying information about your payroll connection and any carrier connections used by your company

Integration > Integration Log tab Options for verifying delivery of connection-data file(s) for the selected filter settings

What Is an E-mail Notification? When your payroll connection job is complete, ADP automatically notifies the appropriate people through two e-mail messages: a job-status notification and an error-control notification. Work with your ADP representative to identify who should receive connection-job notifications. You can choose different recipients for error-control notifications and job-status notifications. Once you receive a notification, you can review the changes included in the connection file in HR & Benefits.

Example: Job Status Notification E-mail A job-status notification indicates whether a payroll connection job has run and whether the connection file has been delivered to Payroll for processing. The following sample e-mail message contains a job-status notification.

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Example: Error Control Notification E-mail An error-control notification provides a summary of the details about the connection job, such as the number of records included in the connection-data file, whether there were errors, and whether any records were omitted from the connection-data file.

The following sample e-mail message contains an error-control notification.

To troubleshoot and resolve errors, navigate to the Connections page, select the connection job in the list of jobs with errors, and click the View Errors button.


For more information on resolving connection-file errors, refer to the Resolving HR & Benefits and Payroll Dataflow Issues job aids on the Support Center.

For more information on creating or changing your list of recipients for ADP connection-job notifications, refer to the Setting Up Connection E-mail Notifications Job Aid in this appendix.

For more information on managing benefit deduction dataflow in your connection, refer to the HR & Benefits — Deduction Mapping course on Learn@ADP.

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Explore: The Connections Page Use the Connections page to display information about your payroll connection and any carrier connections used by your company. Anyone who works with a connection must be granted the appropriate permissions or rights to access both the Connections page and the specific connection. To view information for a connection, select the connection from the list at the top of the page, and click Go. The following illustration shows a sample Connections page:

Note: Your Connections page may appear to be slightly different, but you will still have the following elements and options.


Element Description

Connection list Specifies all the payroll and carrier connections for which you have the appropriate permissions

Go button Displays information about the connection you selected in the list

Connection information area Displays the following information about the selected connection:

Field Description

Description Displays the name of your company, the type of connection, and your ADP company code

Status Shows whether the connection is in production (active) or no longer in use (inactive)

Schedule Type

Shows whether the connection schedule is rule-based (runs at regular intervals) or custom (runs at other predetermined times)

Run On Shows the day on which the connection runs

Next Run Date

Displays the date and time at which the next connection job is scheduled to run

Last Run Date

Displays the date and time at which the last connection job ran

File Delivery

Shows whether the connection file is automatically delivered to Payroll (Automated) or manually imported (Manual)

Data Pickup, Settings, Config., and Users tabs

Allows you to view and manage connection-related information

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Additional Resources For more information on assigning connection rights, see the following job aids in this appendix:

Assigning Connection Rights on the Rights Management Page Job Aid

Assigning Connection Rights on the Users Tab of the Connections Page Job Aid

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Explore: The Connections > Data Pickup Tab Use the Data Pickup tab on the Connections page to:

View your connection files

View connection errors

Download your file from HR & Benefits

Download a history of all previous connection jobs

Hide or display connection jobs from the history file

The following is an example of the Data Pickup tab on the Connections page:

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Element Description

Connections list Specifies all the payroll and carrier connections for which you have been assigned rights

Force Job button Forces a connection job

Do not click this button without first contacting the ADP service team for assistance.

Job Range dates Allows you to request a specific range of dates for connection jobs you want to see

Refresh View button Lists the connection jobs that ran during the selected date range

Note: Click this button only after you have entered job range dates.

Job list Lists the connection jobs that ran during the selected date range

Download File button Downloads the file for the selected connection job

View Data button Displays the data in the file for the selected connection job

Note: You can view the data in your connection file in HR & Benefits after it is delivered to Payroll.

View Errors button Displays the errors associated with the file for the selected connection job

Note: This button is available only when errors have occurred.

Download History button Displays the download history for the selected connection job

Hide button Hides the selected connection job

Note: When a hidden job is selected, this button displays as Show.

Show All check box Displays all connection jobs, including those that are hidden

Connection job information area

Displays information about the selected connection job


If you would like to open and view your connection file in Microsoft Excel, save a copy of it so the original file is not corrupted.

Never change the naming convention used by ADP to generate your connection file. You cannot manually import a connection file to Payroll if you change its name.

If a connection file contains errors, the View Errors button is enabled. To view the errors, complete the following steps: make sure the connection job is selected; click View Errors; review the errors in the connection file; and then click Close.

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The Connection Job Information Area When you select a connection job from the list on the Data Pickup page, information about that job displays at the bottom of the page. The following illustration is an example of the connection job information area.


Element Description

Start Date The day before the first of a range of dates on which changes will be included in the connection file

Sent Records The number of records in the connection file

End Date The last of a range of dates on which changes will be included in the connection file

Skipped Records The number of records skipped due to connection errors

File Size Size of the connection-data file

Total Errors Indicates whether connection errors occurred. If errors occurred, the See Error File message displays. If no errors occurred, a zero displays.

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Review: The Integration > Integration Log Tab Use the Integration Log tab to verify delivery of a connection-data file (CSV file) to Payroll.

The following sample Integration Log tab shows a log message that indicates delivery of a CSV file to Payroll.

Additional Resources For more information on assigning rights to the Integration page, contact your ADP representative.

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Verifying Connection-File Dataflow in Payroll

Overview To verify connection dataflow in Payroll, the Payroll practitioner uses the following tools:

Tool Description

ADP Shared Services Alerts in Payroll Lets user view alerts that indicate dataflow to Payroll

View ADP Shared Services Log Files Lets user verify the status of the process that generated the log file

Review: ADP Shared Services Alerts in Payroll Alerts display on the Home page to indicate connection dataflow to Payroll.

The following illustration shows a sample alert, indicating that a connection-data file was delivered to Payroll and auto-loaded.

To verify a successful Connection File Auto-Load dataflow, click the alert.

Important Information If an alert link on the Home page ends with the words "ready to be processed," the specified dataflow did not auto-load and must be processed manually.

Additional Resources For more information on manually importing an HR & Benefits data file into Payroll, refer to the Resolving HR & Benefits and Payroll Dataflow Issues job aids on the Support Center.

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Review: The View ADP Shared Services Log Files Page in Payroll In addition to displaying real-time and deduction log process files, the View ADP Shared Services Log Files page also displays log files for Connection File Auto-Load.

In the following sample View ADP Shared Services Log Files page, an HRB Pay Connect Import process link displays.

To view the details of the HRB Pay Connect Import process, click the HRB Pay Connect Import link.

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Connections Job Aids

Assigning Connection Rights Using the Rights Management Page Job Aid

Instructions

Step Action

1



Navigate to HR & Benefits, and select the Rights tab.

On the Primary Navigation bar, point to HR & Benefits, and select the Rights option.

Result: The Rights Management page displays.

Note: The Rights Management page may display fewer options than are shown below.

2 Select the Administrative Users tab.

Result: The Add or Edit an Administrative User page displays.

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Step Action

3 In the Add or Edit an Administrative User list, select a user and click Edit User.

Result: The Administrative Users: Edit User page displays.

Note: Your information options may differ from those shown below.

4 Scroll down the page to the HRMS Role Rights section. Then find the Connections Module area.

Note: The HRMS Role Rights section displays only to users with the appropriate rights.

5 In the Connections Module area, select the connection(s) to which you would like to provide rights, and select Edit.

6 Click Finish.

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Assigning Connection Rights Using the Connections Page, Users Tab Job Aid

Instructions

Step Action

1



Navigate to HR & Benefits, and select the Connections tab.

On the Primary Navigation bar, point to HR & Benefits, and select the Connections option.

Result: The Connections page displays.

2 Select the Users tab.

Result: The Users page displays.

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Step Action

3 In the Available Users list, select a user and click the right arrow.

4 Click Save Changes.

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Setting Up Connections E-mail Notifications Job Aid

Instructions

Step Action

1



Navigate to HR & Benefits, and select the Connections tab.

On the Primary Navigation bar, point to HR & Benefits, and select the Connections option.

Result: The Connections page displays.

2 On the Connections page, select the Settings tab.

Result: The Email Settings page displays.

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Step Action

3

IF you want to set up a user to receive:

THEN go to the: AND:

Error-Control Notification e-mail

Error-Control Notification area

In the Enter Email field, enter the user's e-mail address and click Add.

Job-Status Notification e-mail

Job-Status Notification area In the Enter Email field, enter the user's e-mail address and click Add.

4 Click Save Changes.

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