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Payroll: How to map and exchange Class data with ADP

  • Updated

If you just started a new integration with ADP or may already be live, you can now map & exchange Class structure and Employment type fields with this partner.  This will allow our system to automatically recognize changes to these types of fields for employees, which can then be approved in our system.

  1. What fields are we exchanging from ADP to Employee Navigator?
  2. How to enable this feature and pull in your cost center data from ADP
  3. How to map your cost centers to Employee Navigator class or employment type fields
  4. How to manage your ongoing changes
  5. How to find an "audit trail" of these changes
  6. Frequently asked questions

What fields are we exchanging?

This feed will be one-way, from ADP to Employee Navigator only. The below field types in ADP can be mapped to any Employee Navigator class structure or employment type field that is being actively used in our system.  By default, all Live customers will have this feature disabled so they can determine if and when they'd like to complete the mapping & turn it on.

ADP RUN ADP Workforce Now ADP WFN Next Generation
Department Worker Types Worker Types
  Department Department
  Division Division
  Work Location Work Location

 

How to enable this feature in Employee Navigator and pull in your ADP data

  • Go to your Payroll tab --> Cost Center Mappings

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  • Select the sliding button to move from 'Disabled' to 'Enabled' --> Choose 'Vendor Payroll Codes' --> Refresh Codes to pull in all of the fields from ADP that we will give you the option to map

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How to map ADP's data to Employee Navigator class or employment type fields

  • Select 'Edit' next to the field you'd like to map --> Select the sliding button to move from 'Disabled' to 'Enable'
    • This will then instantly reflect all the fields for each type that was returned by ADP under the 'Payroll Field' column on the far-left.

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  • Determine which overarching Class structure field in Employee Navigator aligns with that field type from ADP --> Begin mapping the individual class structure fields to their corresponding ADP field
    • If you'd prefer to not have a certain field in ADP update employees in Employee Navigator, then you can select 'Skip Mapping'. 
      • This will just tell our system to not update that field on an employee's profile when future changes are sent to us from payroll. We will still process all other demographic/deduction changes for the employee within the integration.
    • If you'd prefer that all employees designated a certain field in ADP not exchange with Employee Navigator at all, then you can select 'Block Employees'.
      • This will block employees with that field assigned in ADP from the integration completely, and we will ignore their records entirely.

You can map multiple ADP fields to the same Employee Navigator class structure (example below of 'Labor' in EN being mapped to multiple ADP fields whose employees all fall under the same general Department in EN).

map1.png

  • Once you've made a decision to map, skip or block each field type, click Save.
    • You can repeat the process above for any other ADP fields you'd like to map and exchange.
      • For example, you might map 'Worker Type' in ADP to 'Class' in EN, if this is how the client wants to drive eligibility.
      • You are not required to enable every Payroll Field type, just the ones you need for eligibility purposes if any exist.

How to manage ongoing changes

ADP does not pass effective dates for these types of fields, so any updates for the field types you decided to map that are sent to Employee Navigator from payroll moving forward will appear on your Homepage --> 'Approve pending profile changes' section to ensure the right person can process this change and enter in a change effective date to drive any eligibility updates - just like they would do when importing or making a manual change on an employee's Profile.

  • All changes synced into Employee Navigator from ADP can be found from your Company Homepage -> Approve pending profile changes -> Review -> Process Cost Center Changes --> Enter in the correct change effective date

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How to find an "audit trail" of these changes

  • To find who enabled and/or mapped certain fields in Employee Navigator, you can go to your Company Homepage --> Company Timeline to view an entire audit trail of who did what, and when.
  • These will also show on employee Timelines of when the change comes in and when it is approvedaudittrsfadf.png

Frequently asked questions

 

Question Answer
Is this feature required for me to use? Is it not, you can disable it if you do not wish to use it at this time. It can be enabled at anytime if you change your mind.
Do I have to enable and map every ADP field type? You do not. We highly recommend just enabling + mapping fields that drive eligibility.
Can I update these fields manually in EN on an employee's Profile if I decide to map & exchange them? You cannot. Similar to compensation, if you map a specific field type from Employee Navigator, then we will lock that field in our system to prevent manual changes.
How do I undo a mapping decision I've made? You can select 'Edit' --> update the field.
What is the difference between the 'Skip' and 'Block' features?

To skip a field type just means we will continue processing changes for employee's as we do today, and will just ignore that field type if it is sent to us on an employee's record from ADP.

To block a field type means you do not want those employee's feed from ADP to EN at all. We will not process any changes or create new hires for those employee types.
Why would I use the 'Skip' feature? This might be used when there is an ADP field that doesn't really match up to anything in EN, and you want to just ignore it.
Why would I use the 'Block' feature This might be used when you have entire segments of employees that you don't want ADP sending over to Employee Navigator - like folks who will never be benefit eligible.
Why do we have to process each of these changes manually? We wish it wasn't so, but our partners do not pass effective dates for these fields. Instead of assuming the physical date we receive the change from ADP is the true 'change effective date' we need to apply our system (which is very important and also difficult to undo when a bad date is added), we wanted to put it in a familiar spot for the right person to tell us what the truly correct change date should be.
If the client creates a new field in ADP, how do we pull it into EN to map? You would go to your Cost Center Mappings link --> Vendor Codes --> Refresh Codes. This would pull it into EN so you can map it.
Will welcome emails be sent automatically now if all fields required to complete a new hire are sent by ADP? They will not be. However, your ADP customers should enable the Single Sign On to ensure employees do not need to register a login for the EN system.
Will incoming changes from payroll trigger an email notification from the "HR Tasks" event on a Wall feed? Yes, they will if you have this configured!
Can I map multiple fields from a Type in ADP to a single EN class structure or employment type? Yes. We support someone mapping, say, FT Salary and FT Hourly worker types in ADP to a Class of 'Full Time' in our system. This is just an example of how we support a Many-to-one mapping.
Wil these changes show on employee Timelines? Absolutely.
Will ADP still bill the customer on employees they block? ADP does not bill customers based on any data in our system. When a customer purchases the ADP integration, they enter in a static # of medically eligible employees. That number they manually enter in when buying the integration is what ADP uses to invoice them.

 

 

 

 

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