Enterprise HR®

Payroll Processing Guide

Version 5.03
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Copyright 1993–2016 ADP, LLC ADP Proprietary and Confidential - All Rights Reserved. These materials may not be
reproduced in any format without the express written permission of ADP, LLC.
Portions copyright 1988–1998 PeopleSoft, Inc.

This manual supports ADP Enterprise HR Version 5.04.05 and higher. Published Q3 2016.

ADP provides this publication “as is” without warranty of any kind, either express or implied, including, but not limited to,
the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical
inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the
information herein, and such changes will be incorporated in new editions of this publication. ADP may make
improvements and/or changes in the product and/or the programs described in this publication at any time without
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Contents

About This Guide

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xviii
Audience for This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xix
What’s in This Book. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xx
What’s New . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxiii
Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxiv
Documentation Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv

SECTION ONE
Payroll Cycle

1 Autolink Payroll Processing Cycle Overview

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-2
Autolink Payroll Processing Cycle. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-3
Autolink Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-4
Autolink Payroll Processing Step Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-5

2 Setting Up and Reviewing Payroll Cycle Options

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-2
Setting Up Processing Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-3
Defining Preferences at the User Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-5
Setting Up Communications Parameters and Management Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-7
Accessing Pay Group Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-8
Setting Up Company Control Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-9

3 Modifying Payroll Runs

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-2
Modifying a Scheduled Payroll Run. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-3
Running an Unscheduled Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-7
Running an Out of Sequence Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-10
Overriding a Deduction Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-14
Overriding Individual Deductions Panel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-17

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Activating Special Processing Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-19

Special Effects Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-19
Setting Up Special Effects for a Payroll Run . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-21
Entering Check/Advice Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-22

4 Entering Pay Period Information

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Employee Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Canceling Automatic Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
Paying Terminated Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Understanding and Using Payroll Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6
Accessing a Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6
Adding a New Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7
Adding an Employee to a Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9
Preloading Groups of Employees into a Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11
Displaying an Employee Record From Within a Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14
Balancing Batch Totals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-16
Correcting Batch Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-20
Defining Pay Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-23
Entering Additional Hours and/or Earnings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-23
Overriding Deductions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-30
Entering Tax Overrides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-33
Entering Memos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-36
Reviewing Employee Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-37
Running the Pay Data Summary Report (ALPAY001) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-39
Running the Pay Data Detail Report (ALPAY002) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-42
Entering Job, Department, or Cost Number Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-43
Entering Job Number Data in One or More Job Cost Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-43
Entering Department and Job Number Data for One or More Departments . . . . . . . . . . . . . . . . . . . 4-45
Entering Cost Number Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-47
Entering Segmented Cost Number Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-48
Entering Data for a Temporary Department/Rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-49
Entering Third Party Sick Pay. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-52
Recording Third Party Sick Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-52
Entering Cost Number Detail for Third Party Sick Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-56
Entering Paid Time Off Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-58
Entering Prior Balance Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-61
Entering Accumulator Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-64
Entering Special Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-67
Using Special Entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-67
Specifying a Special Entry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-69
Processing New Mexico Workers’ Compensation Fee Refunds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-71
Maintaining Deduction in Arrears Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-74

5 Performing Manual Pay Adjustments, Corrections, and Voids

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Entering Hours and Earnings for Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
Entering Cost Number Detail for an Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-10

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Entering Deduction Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-12

Entering Tax Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-14
Entering Tax Detail for Non Multi-Jurisdictional Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-14
Entering Tax Detail for Multi-Jurisdictional Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-14
Temporarily Blocking Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-21
Entering Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-24
Using the Information Panel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-26

6 Loading Pay Data from External Sources

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-2
Importing External Pay Data (EPIP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-3
Viewing Imported Pay Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-8
Viewing the Log File for the External Pay Data Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-9
Loading Merit and Bonus Pay Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-11
Importing the Concur Expense eXpert File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-16

7 Performing Rapid Pay Data Entry

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-2
Setting Up Security for Rapid Pay Data Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-3
Logging in to Rapid Pay Data Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-4
Navigating Rapid Pay Data Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-7
Accessing Tasks from the Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-7
Using Right Mouse-Click Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-8
Using Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-8
Using the Menus and Menu Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-9
Displaying or Using a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-14
Creating Custom Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-16
Understanding Column Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-16
Creating a New View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-19
Copying a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-29
Editing a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-30
Deleting a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-32
Using Data Entry Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-33
Sorting Spreadsheet Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-33
Inserting Employees into a Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-35
Using the Status Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-37
Viewing Employee Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-38
Viewing Employees Excluded from a Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-39
Printing the Spreadsheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-40
Setting Up Preload Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-41
Creating a Preload. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-42
Copying a Preload. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-46
Editing a Preload. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-47
Deleting a Preload. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-49
Producing Payroll Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-50
Entering Data Into Payroll Batches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-50
Generating Payroll Batch Totals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-70

Contents
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8 Calculating Deductions
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
Running the Deduction Calculation Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3
Designating the Deduction Calculation Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-4
Calculating Deductions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-9
Reviewing Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-12
Correcting Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-14
Reviewing Calculated Deductions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-15
Confirming Deductions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-17
Unconfirming Deductions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-20

9 Preparing and Transmitting Pay Data

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
Monitoring the Cycle Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-3
Viewing the Processing Cycle Status for All Pay Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-3
Viewing the Processing Group Cycle Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-5
Viewing and Changing the Current Cycle State for a Specific Pay Group . . . . . . . . . . . . . . . . . . . . . 9-6
Creating the ADP Payroll File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-8
Running the Employee Changes Report (ALPAY016). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-9
Correcting Batch Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-13
Correcting Batch Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-15
Selecting the Change Report Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-19
Reporting on Data Integrity Prior to Running Prepare for Transmission . . . . . . . . . . . . . . . . . . . . . 9-21
Running Prepare for Transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-23
Transmitting Your Payroll to ADP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-25
Viewing the Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-29
Viewing Payroll Notification Message Detail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-30
Viewing a Successful Payroll Notification Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-31
Viewing an Error Notification Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-34
Backing Up Your Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-36
Exporting Employee TLM Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-37
Exporting Employee Data to Enterprise eTIME . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-37
Exporting Labor Level TLM Data to Enterprise eTIME. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-44
Exporting Employee TLM Data to eTIME . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-48
Exporting Employee TLM Data to TimeSaver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-50
Scheduling a TLM Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-58
Receiving and Loading the ADP Retirement Services File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-61
Mapping 401(k)/529 Deduction Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-62
Receiving the Retirement Services Import (401(k)/529) File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-64
Loading the Retirement Services Import (401(k)/529) File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-66
Running the Retirement Services Data Import Log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-68
Receiving and Loading the Wage Garnishment File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-71
Receiving the WGD Data File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-71
Loading the WGD Data File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-73

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10 Receiving Pay Data from ADP

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-2
Payroll Files That Can be Received From ADP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-2
Manually Receiving Files from ADP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-6
Manually Loading Files to ADP Enterprise HR. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-9
Setting Up Received Files to Load Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-12
Verifying Prerequisites for Auto-Loading Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-12
Setting Up Automatic Load . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-13
Updating Temporary Employee IDs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-18
Exporting Files from ADP Enterprise HR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-20
Exporting Files From ADP Enterprise HR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-21
Converting Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-24
Converting Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-25
Preparing for the Next Payroll Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-27
Setting Up Your Payroll for the Next Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10-27
Updating Time and Labor Management ADP Enterprise HR Data . . . . . . . . . . . . . . . . . . . . . . . . .10-28

11 Using QuickView
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11-2
Activating QuickView . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11-3
Viewing and Accepting Reports from QuickView. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11-5
Viewing QuickView Results Through the Internet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11-5
Downloading QuickView Reports From the Receive Files Panel . . . . . . . . . . . . . . . . . . . . . . . . . .11-10
Accepting and Rejecting Pay Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11-12

SECTION TWO
Periodic Payroll Maintenance

12 Viewing, Adjusting, and Reversing Employee Pay Data

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-2
Viewing Employee Cumulative Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-3
Viewing Wages and Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-3
Viewing Accumulators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-6
Viewing Paid Time-Off Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-8
Viewing Goal Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-10
Viewing Year-to-Date Deduction in Arrears Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-12
Viewing Check Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-14
Selecting Checks to View or Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-15
Printing Pay Stubs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-19
Viewing Hours, Earnings, and Deductions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-23
Viewing Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-27
Viewing Memos and Tax Recalculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-30
Viewing Rate Summaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-32
Viewing Labor Distribution Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12-35

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Reversing or Viewing a Single Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-41

Viewing Detail Information for a Single Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-41
Reversing a Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-52
Adjusting Checks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-55
Viewing the Adjustments Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-56
Running the Verification Report (ALPAY003) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-59

13 Performing Pay Calculations Using CheckMate

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-2
CheckMate Process Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-2
Using CheckMate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-3
Prerequisites for Using CheckMate. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-4
Establishing Check-Printing Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-4
Setting Up the Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-4
Setting Up the Logo and Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-4
Setting Up Bank Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-5
Setting Up Message Notification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-5
Using CheckMate Request Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-6
Calculating and Printing a New Check for an Existing Employee Using Current Data . . . . . . . . . . 13-6
Creating a Request by Modifying an Employee’s Existing Data . . . . . . . . . . . . . . . . . . . . . . . . . . 13-10
Creating a Request for Pay Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-13
Creating a Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-13
Defining the Calculation Criteria. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-17
Selecting Deduction Overrides for Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-19
Selecting Special Effects for Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-20
Creating and Managing Request Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-23
Creating a New Request Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-24
Managing Request Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-25
Entering Pay Data Using Existing Employee Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-29
Entering Hours and Earnings Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-30
Entering Detail Pay Entry Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-33
Entering Temporary Cost Number Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-37
Entering Temporary Tax Settings for a Multi-jurisdictional Pay Group. . . . . . . . . . . . . . . . . . . . . 13-38
Entering Temporary Employer Deductions for Health Savings Accounts . . . . . . . . . . . . . . . . . . . 13-41
Entering Data for a Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-42
Modifying Employee Federal Tax Information for a Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-43
Modifying an Employee’s State (Worked-in) Tax Information for a Calculation . . . . . . . . . . . . . 13-47
Modifying an Employee’s State (Lived In) Tax Information for a Calculation . . . . . . . . . . . . . . . 13-50
Modifying an Employee’s Local Tax Information for a Calculation . . . . . . . . . . . . . . . . . . . . . . . 13-52
Modifying an Employee’s Deduction Information for a Calculation . . . . . . . . . . . . . . . . . . . . . . . 13-55
Modifying an Employee’s Prior Balances Information for a Calculation . . . . . . . . . . . . . . . . . . . . 13-56
Entering Sample General Information for a Calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-58
Entering Hours/Earnings Using Hypothetical Employee Information . . . . . . . . . . . . . . . . . . . . . . . . . . 13-59
Entering Earnings for Gross Up Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-62
Using Message Notification To Monitor Checkmate Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-65
Preloading Employee Pay Data Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-67

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Using the Request Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-70

Accessing the Request Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-70
Accessing Request Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-72
Deleting a Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-73
Recalculating a Complete with Errors Result . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-74
Accessing the Results of a Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-77
Accessing the Details of a Result . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-79
Viewing Result Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-82
Viewing Detail for Results without Labor Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-83
Viewing Job Cost Details for a Result . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-85
Viewing Cost Number Details for a Result . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-88
Viewing Distribution Details for a Result . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-90
Using the Results of a Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-93
Printing a Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-93
Posting an Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-98
Copying Pay Data Entry Information for Individual Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-99
Copying Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-100
Adjusting Deduction in Arrears Amounts for a Result. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-100
Creating Memo Entries for a Result . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-103

14 Managing Retroactive Payments

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-2
Creating a Retroactive Pay Batch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-3
Selecting Employees for Retroactive Pay. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-3
Using the Preload Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-7
Viewing a Retroactive Pay Batch Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-9
Modifying an Employee With Retroactive Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-11
Reviewing/Submitting a Retroactive Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-14
Reviewing Results and Submitting a Retroactive Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-17
Viewing Retroactive Pay Results by Week . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-22
Viewing Retro Pay Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-22
Viewing Special Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-25
Viewing Original or Recalculated Payroll Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-26
Viewing the Original/Recalculated Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-26
Viewing Memos for Retroactive Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-29
Viewing Additional Pay Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-30
Viewing Manual Checks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-32
Viewing Distribution and Job Cost Pay Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-34
Viewing Retroactive Pay Distribution Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-34
Viewing Retroactive Pay Job Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-36
Viewing Retroactive Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-38
Reviewing Retroactive Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-40
Viewing Current Cycle Payment Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-40
Viewing CheckMate Payment Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-42
Viewing Retroactive Payment Request Not Paid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14-43

15 Synchronizing Employee Information

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-2

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Loading Masterfile Data to Autolink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-3

Tables of Partial Load Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-3
Selecting the Masterfile Data to Load . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-4
Loaded Masterfile Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-7
Comparing and Correcting Employee Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-8
Defining the Synchronization Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-9
Using ALUTL013 to Define Synchronization Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-12
Reviewing Differences and Selecting Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-15
Printing the Data Synchronization Report (ALUTL012) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-19
Resetting AutoPay New Hires (ALUTL002) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-21

16 Using Autolink Utilities

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-2
Copy Autolink Pay Group Tables (ALUTL001). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-3
Reset AutoPay New Hires (ALUTL002) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-5
AutoPay Mass Change Program (ALUTL006). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-7
AutoPay Local Tax Code Change Program (ALUTL007) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-10
Load FSA Balances (ALUTL008) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-12
Rehire Logically Deleted Employees (ALUTL011) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-13
Printing the Data Synchronization Report (ALUTL012) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-15
ADP Enterprise HR-Masterfile Differences (ALUTL013). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-17
Import from eTIME (ALUTL014) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-21
Running the Payroll Table Comparison Report (ALUTL015) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-22
Update Consolidated Check Table (ALUTL017) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-24
Activate Employee FLSA Overtime (ALUTL018). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-26
CCI Messaging Mass Send (ALUTL020). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-28
Pay Group Employee Synchronization (ALUTL021). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-30
Reassigning Employee IDs from Social Security Numbers (ALUTL022) . . . . . . . . . . . . . . . . . . . . . . . 16-33
Copy Pay Group Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-36
File Type Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-37
Deleting Deduction Calculations, Year-to-Date, Check Detail History (ALUTL026). . . . . . . . . . . . . . 16-41
Running a Delete of Check Detail, Year to Date, and/or Deductions as an Audit Only . . . . . . . . . 16-41
Deleting Check Detail, Year to Date, and/or Balances Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-44
Salaried Employee Proration (ALUTL027) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-46
Deleting Employee IDs (UTL020) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-49

17 Archiving, Deleting, and Restoring Payroll Information

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17-2
Understanding Run Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17-3
Archiving Payroll Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17-4
Creating a Run Control for Archiving Payroll Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17-5
Running the Process for Archive, Delete, Restore . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17-8
Viewing the Process Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17-10
Deleting Payroll Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17-12
Restoring Payroll Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17-14

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18 Exporting files from ADP Enterprise HR to AdjustMate for Windows

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18-2
Adding AdjustMate Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18-3
Exporting Files from ADP Enterprise HR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18-5

19 Generating Summary Reports

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-3
Generating the Pay Data Summary Report (ALPAY001) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-4
Generating the Pay Data Detail Report (ALPAY002) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-7
Generating the Special Entries/Balance Adjustments Report (ALPAY02A) . . . . . . . . . . . . . . . . . . . . .19-11
Generating the Manual Check Detail Report (ALPAY003) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-14
Generating the Third Party Sick Pay Detail Report (ALPAY004) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-17
Generating the Automatic Pay Cancellations Report (ALPAY005) . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-19
Generating the Total Hours by Job Number Report (ALPAY006) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-22
Generating the Temporary Department Report (ALPAY007) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-24
Generating the Salaried Employees with Hours Report (ALPAY008) . . . . . . . . . . . . . . . . . . . . . . . . . .19-26
Generating the Salary Change Without Earnings Change Report (ALPAY009). . . . . . . . . . . . . . . . . . .19-28
Generating the Active Hourly Employees Without Hours Report (ALPAY010) . . . . . . . . . . . . . . . . . .19-30
Generating the Inactive Employees With Paydata Report (ALPAY011) . . . . . . . . . . . . . . . . . . . . . . . .19-32
Generating the Total Hours Outside of Range Report (ALPAY012) . . . . . . . . . . . . . . . . . . . . . . . . . . .19-34
Printing a Manual Check (ALPAY013) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-36
Printing a Range of Check Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-37
Printing Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-39
Generating the Deduction Summary by Deduction Code Report (ALPAY014) . . . . . . . . . . . . . . . . . . .19-43
Generating the Deduction Register by Employee Report (ALPAY015) . . . . . . . . . . . . . . . . . . . . . . . . .19-45
Generating the Deduction Calculation Error Report (ALPAY017) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-47
Generating the Deduction Calculation Exception Report (ALPAY018) . . . . . . . . . . . . . . . . . . . . . . . . .19-49
Running the Paydata/Job Differences Report (ALPAY023) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-51
Running the PTO-Current Cycle Activity Report (ALPAY024) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-53
Generating the Total Hours by Cost Number Report (ALPAY026) . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-56
Generating the Temporary Cost Number Report (ALPAY027) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-58
Running Review Deductions Not In Program (ALPAY028). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-60
Running the New Mexico Employee Termination Report (ALPAY032) . . . . . . . . . . . . . . . . . . . . . . . .19-62
Creating the Health Care Cost Batch (ALPAY033). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19-64

A Setting Up and Configuring Your Printer

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-2
Setting Up Your Print Options for Manual Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-3
Selecting Check Print Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-3
Selecting Statement Print Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-6
Setting Up Manual Check Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-10
Setting Up State Mandated SSN Overrides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-13
Selecting Your Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-15
Preparing the Printer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-16

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Setting Up and Maintaining a MICR Printer ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-17

Adding a MICR Printer ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-17
Copying an Existing MICR Printer ID to Create a New One . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-20
Deleting a MICR Printer ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-21
Designating a Printer for a User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-23
Customizing Your Printer to Use Digitized Signature and Logo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-24

B Prepare for Transmission (PFT) Technical Overview

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-2
PFT Program Architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-3
Employee Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-4
Pay Data Entry Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-5
Shadow Tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-5
Pay Group Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-7
Keys Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-7
Pay File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-7
Report File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-8
Log File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-8
Wage Garnishment Upload File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-8
PFT Program Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-9
Step 1: Setup/Validate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-10
Step 2: Processing Transmittal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-11
Step 3: Processing TEFRA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-11
Step 4: Processing Masterfile Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-12
Step 5: Process Special Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-16
Step 6: Process Pay Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-17
Step 7: Process Prepay/Voids . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-17
Step 8: Process Third Party Sick Pay. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-17
Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-18

C Using Image Files

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-2
Implementing Logo or Signature Images for Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-3
Implementing Logo and Signature Images for Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-4
Designating Security for a Loaded Check Image File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-7
Designating a Different Image File to Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-8
Deleting an Image File from a Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-9
Implementing Images for Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-11
Implementing Image Files for Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-12
Designating Security for a Loaded Report Image File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-15
Designating a Different Image File to Use for a Logo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-16
Deleting an Image File From a Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-18

D Creating Custom Export Definitions: Enterprise eTIME and/or TimeSaver

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D-2
Creating the Custom Export Definition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D-3

Contents
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E Rapid Pay Data Entry Formula Wizard

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E-2
Accessing the Formula Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E-3
Formula Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E-5
Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E-8

F File Formats for Imported Pay Data

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-2
Auto Balancing Totals for CSV Format Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F- 2
Process of Importing Pay Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-3
Supported File Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-4
Determining the Filename to Use and Where to Load File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-5
Moving EPIP Files After They Are Loaded or Transmitted. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-5
Viewing the Log File for Loaded Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-5
Viewing the Process Monitor for an EPIP Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-6
Understanding Import File Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-7
Types of Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-7
Header Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-7
Data Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-7
Delimiting Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-8
Example of Delimiting All Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-8
Example of Delimiting Data Not Entered Between Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-8
Example of Delimiting Data Not Entered at the End of the Record. . . . . . . . . . . . . . . . . . . . . . . . . . F-9
Data Format Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-9
Field Requirements and File Examples for a CSV Pay Data File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-10
Field Requirements for a CSV Pay Data File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-10
Examples of Correct File Layouts for a CSV File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-24
Examples of Incorrect File Layouts for a CSV File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-25
Field Requirements and File Examples for a Manual Check CSV Pay Data File . . . . . . . . . . . . . . . . . . F-27
Field Requirements for a Manual Check CSV Pay Data File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-27
Examples of Correct File Layouts for a Manual Check CSV File . . . . . . . . . . . . . . . . . . . . . . . . . . F-36
Examples of Incorrect File Layouts for a Manual Check CSV File . . . . . . . . . . . . . . . . . . . . . . . . . F-37
Field Requirements and File Examples for a Third Party Sick Pay CSV Pay Data File . . . . . . . . . . . . . F-39
Field Requirements for a Third Party Sick Pay CSV Pay Data File. . . . . . . . . . . . . . . . . . . . . . . . . F-39
Examples of Correct File Layouts for Third Party Sick Pay CSV File . . . . . . . . . . . . . . . . . . . . . . F-42
Examples of Incorrect File Layouts for Third Party Sick Pay CSV File . . . . . . . . . . . . . . . . . . . . . F-43
Field Requirements and a File Example for a Concur Expense eXpert Pay Data File . . . . . . . . . . . . . . F-44
Field Requirements for a Concur Expense eXpert EXP Pay Data File . . . . . . . . . . . . . . . . . . . . . . F-44
Example of Correct File Layout for an EXP File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-45
Troubleshooting Pay Data Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-46

G DBA Load Technical Overview

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-2
Using DBA Load . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-3
Load Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-4
Additional Load Options Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-7

Contents
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 xiv Contents

Employment Record Number Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-10

Effective Dating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-13
Tables and Fields Processing Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-14
Field Mappings and Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-16
Field Mapping Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-25
Customer Mapped Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-33
Other Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-33
Special Notes/Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-34
Log Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-34
Editing DBA Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-34
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . G-35

H Importing Pay Data in Fixed Length Format

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-2
Moving EPIP Files After They Are Loaded or Transmitted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-3
File Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-4
Logical and Physical Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-4
Filename. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-4
Field Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-4
Validation Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-5
Header Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-5
Header Record File Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-6
Pay Data Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-7
Pay Data Record File Layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-8
Batch Totals Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-15
Batch Totals Record File Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-16
Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-17
Field-Level Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-18
Record-Level Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-22
Correcting Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-23
External Paydata Input (EPIP) File Layout Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-24
Master Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-24
Records A and B . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-25
EPIP File Layout Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-26
Record C . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-28
EPIP File Layout Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-29
Example 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-30
Example 2 File Layout Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-30
Example 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-33
Example 3 File Layout Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-33
Example 4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-36
Example 4 File Layout Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-36
Example 5 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-38
Example 5 File Layout Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-38
Example 6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-40
Example 6 File Layout Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-40
Example 7 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-42
Example 7 file Layout Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-42
Example 8 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-45
Example 8 File Layout Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-45

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Example 9 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-48
Example 9 File Layout Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-48
Example 10 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-50
Example 10 File Layout Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-50
Example 11 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-53
Example 11 File Layout Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H-53

I Preparing for Year-End Processing on AutoPay

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-2
Directly Tipped and Indirectly Tipped Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-3
Long-Term Disability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-4
Controlled Hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-4
Group Term Life (GTL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-4
CheckMate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-5
Calculate Taxes for an Existing Employee Using Current Tax Settings . . . . . . . . . . . . . . . . . . . . . . . I-5
Calculating Sample Taxes for an Existing Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-5
Calculating Sample Taxes for a Sample Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-6
Purged Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I-7

Index

Contents
Payroll Processing Guide
 xvi Contents

Contents
Payroll Processing Guide
About This Guide

PAGE TOPIC

xviii Introduction
xix Audience for This Guide
xx What’s in This Book
xxiii What’s New
xxiv Related Documentation
xxv Documentation Conventions

About This Guide

Payroll Processing Guide
 xviii Introduction

Introduction

The Payroll Processing Guide provides information you need to process payroll using
Autolink to interface with AutoPay. The guide gives you conceptual and overview
information, instructions for accessing tabs and dialog boxes, as well as detailed field
descriptions.

 This guide does not explain how to implement the Autolink application. For information on
implementing Autolink, refer to the Company Setup and Maintenance Guide.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

About This Guide

Payroll Processing Guide
 Audience for This Guide xix

Audience for This Guide

To take advantage of this guide, we recommend that you have a basic understanding of how
to use the ADP Enterprise HR® applications.

You should be familiar with how to navigate around ADP Enterprise HR and how to add,
update, and delete information using tables and tabs. In addition, you should be comfortable
using the Microsoft® Windows™ graphical user interface.

Before you use Autolink, make sure your ADP consultant has set up all the ADP Enterprise
HR and ADP Enterprise HR payroll solution (referred to as Autolink) tables that are
necessary for interfacing with AutoPay®. For information on setting up these tables, refer to
the Company Setup and Maintenance Guide.

About This Guide

Payroll Processing Guide
 xx What’s in This Book

What’s in This Book

This guide includes the following chapters and appendices:

Chapter 1, “Autolink Payroll Processing Cycle Overview,” provides an overview of the

payroll processing cycle. This chapter outlines the steps you need to follow for setting up
and processing a payroll in Autolink.

Chapter 2, “Setting Up and Reviewing Payroll Cycle Options,” explains how to set up
payroll cycle options.

Chapter 3, “Modifying Payroll Runs,” explains how to modify a scheduled payroll run, run
an unscheduled payroll, and run an out-of-sequence payroll.

Chapter 4, “Entering Pay Period Information,” explains entering and modifying pay period
information.

Chapter 5, “Performing Manual Pay Adjustments, Corrections, and Voids,” describes how to
implement and use ADP’s Wage Garnishment Processing Service (WGPS) - a flexible and
user-friendly solution for the input and processing of child support orders, tax levies,
garnishments, and bankruptcy orders.

Chapter 6, “Loading Pay Data from External Sources,” describes importing and validating
payroll batches created by an external source or system such as an electronic time clock,
point of sale, or labor system. These systems must be capable of generating a pay data input
file or files in a standard ADP format to be processed by the EPIP function.

Chapter 7, “Performing Rapid Pay Data Entry,” explains how Rapid Pay Data Entry
provides an additional method of entering exception pay data into ADP Enterprise HR using
a spreadsheet view. You can customize the format by creating and modifying views to hide
or display optional columns, change column headings, and automatically insert default data
values. You can also preload employee data into the spreadsheet view and import and export
employee data with another application, such as Microsoft Excel. You can enter or edit
employee payroll data using standard Windows editing commands such as Cut, Copy, and
Paste.

Chapter 8, “Calculating Deductions,” describes the Autolink Deduction Calculation function

(DEDCALC), which is a COBOL batch routine that calculates both benefit-related and non-
benefit deductions. Benefit-related deductions include deductions for disability, FSA, health,
life/ADD, and savings. Non-benefit deductions, also known as general deductions, include
garnishments, the United Way, and so on.

Chapter 9, “Preparing and Transmitting Pay Data,” explains how to transmit and receive
data through the Autolink interface.

Chapter 10, “Receiving Pay Data from ADP,”explains how after ADP processes your
payroll, you download the files from ADP Enterprise HR to Autolink.

About This Guide

Payroll Processing Guide
 What’s in This Book xxi

Chapter 11, “Using QuickView,” describes how QuickView allows you to interface with the
payroll preview process. After you transmit files to ADP Enterprise HR, you can use
QuickView to preview payroll information before ADP processes this information. You can
choose which pay groups you want to use QuickView for.

Chapter 12, “Viewing, Adjusting, and Reversing Employee Pay Data,” contains information
for both human resources professionals who may need to view check and other employee
information and payroll professionals who may need to reverse or adjust checks.

Chapter 13, “Performing Pay Calculations Using CheckMate,” describes how to use
CheckMate to make pay calculations. No taxes or deductions calculated by CheckMate
update the employee’s year-to-date information until you post an adjustment or create the
manual check through ADP Enterprise HR. These are then sent to AutoPay through your
next payroll processing as any other adjustment would be.

Chapter 14, “Managing Retroactive Payments,” provides information on the retroactive

payment functionality. The retroactive payments feature automatically finds employees who
qualify for retroactive pay from a selected time period, calculates the earnings owed to the
employee for the selected time period, and then allows you to review the employees who
qualify for retroactive pay and submit the retroactive pay amounts for either immediate
payment through CheckMate or the next payroll.

Chapter 15, “Synchronizing Employee Information,” provides information on how to

synchronize employee data between the Autolink and AutoPay databases. Autolink allows
you to load masterfile information (partial) from AutoPay to Autolink. You can also
synchronize information by resending selected information or resetting new hire
information.

Chapter 16, “Using Autolink Utilities,” provides an overview of each Autolink utility which
includes a set of utility programs and reports that help you manage the database. To access
these utilities use the Payroll functional group in the Task Manager.

Chapter 17, “Archiving, Deleting, and Restoring Payroll Information,” describes the process
of copying old paycheck detail and payroll balance data from the Autolink database to an
archive file. You can also specify whether you want to delete all or some of this archived
data from the active Autolink database.

Chapter 18, “Exporting files from ADP Enterprise HR to AdjustMate for Windows,”
explains the interface between ADP Enterprise HR and AdjustMate for Windows. The
purpose for this interface is loading AdjustMate validation tables. AdjustMate for Windows
is a stand-alone software program that gives you the ability to submit quantitative, current
and prior year (by quarter) adjustments to the mainframe using your PC.

Chapter 19, “Generating Summary Reports,” provides an overview of each report (in
numeric order) as well as step-by-step instructions for generating the report.

Appendix A, “Setting Up and Configuring Your Printer,” provides printer settings and
configuration.

Appendix B, “Prepare for Transmission (PFT) Technical Overview,” provides information

on PFT, which processes the accumulated employee payroll information from the ADP
Enterprise HR database for the current pay period and generates the Autolink payroll data
file for transmission. The program also generates an audit report data file and log file for
troubleshooting purposes.

About This Guide

Payroll Processing Guide
 xxii What’s in This Book

Appendix C, “Using Image Files,” provides configuration information for setting up your
signatures and logo to print on your checks.

Appendix D, “Creating Custom Export Definitions: Enterprise eTIME and/or TimeSaver,”

describes how to use custom export definitions.

Appendix E, “Rapid Pay Data Entry Formula Wizard,” describes how to use the Rapid Pay
Data Entry Formula Wizard.

Appendix F, “File Formats for Imported Pay Data,” describes importing csv files.

Appendix G, “DBA Load Technical Overview,” describes how to process DBLoad.

Appendix H, “Importing Pay Data in Fixed Length Format,” describes importing fixed-
length files.

Appendix I, “Preparing for Year-End Processing on AutoPay,” provides guidelines for

setting up information initially that will help you prepare along the way for year-end
processing on AutoPay. You’ll also learn how to enter manual checks at the end of the
payroll year.

This guide also includes an index.

About This Guide

Payroll Processing Guide
 What’s New xxiii

What’s New

The following changes were made to this guide for version 5.04.05.

Reporting Other Pay Period Begin and End Dates on Earnings Statements

You can now identify on an earnings statement any earnings that were earned in an other,
prior pay period. When an employee is paid for work performed in an other pay period, the
earnings statement displays “Other Period Begin” and “Other Period End” dates. This
differentiates those earnings from the payroll “Period Beginning” and “Period Ending” dates
typically displayed on the Earnings Statement (ALPAY019 and ALPAY013). Enter the other
pay period begin and end dates manually, or import them from an external source via a Pay
Import File (EPIP) for manual and on-cycle checks.

You’ll see many references throughout this guide to Other Pay Period Begin and End Dates.
For additional details on this feature, see the Release Matrix and Printing Other Period
Begin and End Dates on Earnings Statements Quick Reference out on the National Accounts
Support Center.

Reporting Total Hours Worked on Earnings Statements

This feature allows you to automatically report total hours worked on an earnings statement.
You can override or block the total hours worked when necessary. The earnings statement
displays “Total Work Hrs” for the current pay period and year-to-date in the Other Benefits
and Information area.

You’ll see many references throughout this guide to Total Hours Worked. For additional
details on this feature, see the Release Matrix and the task-based online help within the
product.

Specifying Year-to-Date Paid Time Off Balances on Earnings Statements

You can now add all PTO hours to a manual or off-cycle check. The option P (Gross, Net,
and PTO) was added to the Print YTD Balances list on the Check Print Options panel.

See “Printing Pay Stubs” on page 12-19.

About This Guide

Payroll Processing Guide
 xxiv Related Documentation

Related Documentation

This guide covers the information necessary for using Autolink payroll processing. You may
need to refer to related documentation for other areas of the ADP Enterprise HR
product.You can access the documentation in the following locations:

• Online manuals through the ADP Enterprise HR application Help menu.

Printed and online manuals on the web at National Accounts Support Center
To access the ADP Enterprise HR guides on web site, you must be assigned the National
Accounts Support Center User role in ADP’s security management service. This role is issued
a digital certificate. For more information, contact your system administrator.

 The Using ADP Enterprise HR Guide also includes a related documentation table which lists
the documentation set delivered with ADP Enterprise HR, the purpose of the documents, and
where the documents can be located. This table also includes a list of delivered online help.

About This Guide

Payroll Processing Guide
 Documentation Conventions xxv

Documentation Conventions

 ADP Enterprise HR allows your administrator to configure panels, translate values,

and the Enterprise HR home page. Your administrator can change field labels,
assign default values to fields, define fields as required, hide fields, as well as re-
align fields on a panel. Translate values can be added, changed or deleted for many
fields. Panel illustrations and field descriptions used throughout this guide represent
the default settings as delivered by ADP. For specifics on configuring ADP
Enterprise HR, see the Application Administrator’s Guide.

Table 1 describes the documentation conventions used in this guide.

Table 1. Documentation Conventions

Documentation Convention Description

bold In procedures, user interface items that you
select, click, or enter information for are shown
in bold. For instance, panel names, buttons, and
field names.
command Indicates that you should type the command on
your computer.

 Signifies important additional information.

Signifies very important additional information

Identifies helpful—but not necessary—

information.
Signifies that a failure to follow the
recommended procedure could result in a loss
of data or could result in the product not
performing properly.

 Used to indicate the either of the following:

• You can find additional information in the
online Help
• You can find additional information on
interface shortcuts and tips in the user’s
guide.
At the beginning of a procedure, shows the path
Company Definitions ~ Organization or navigation to a process or task.
Definitions

People ~ Personnel Actions ~ Change Within text, shows the path or navigation to a
Employee’s Job/Position ~ Change Job process, task, or panel.
Position

About This Guide

Payroll Processing Guide
 xxvi Documentation Conventions

Table 1. Documentation Conventions (cont.)

Documentation Convention Description

Indicates that you have reached the end of one
step in a multiple-step process. Instructions are
given after this convention to help you find the
next step in the process and other related
information.
Indicates that you have reached the end of a
procedure. If additional information is
available, it is noted after this convention.
Indicates where you can find a complete
description of every field on a panel.
For a description of the
fields on this panel,
This convention is placed either to the left or,
press F1. less often, to the right of a screen illustration.

Lists each step in a multi-step process, and

indicates which step the current section is
MULTI-STEP PROCESS documenting.
First step in process In this example, the third step is currently being
Second step in documented. Note that this step is highlighted
process in bold and is preceded by a diamond.
 Third step in If you are viewing an online manual, click the
process highlighted text to jump to the desired section.

About This Guide

Payroll Processing Guide
 SECTION ONE
Payroll Cycle

Chapter 1 Autolink Payroll Processing Cycle Overview

Chapter 2 Setting Up and Reviewing Payroll Cycle Options
Chapter 3 Modifying Payroll Runs
Chapter 4 Entering Pay Period Information
Chapter 5 Performing Manual Pay Adjustments, Corrections, and Voids
Chapter 6 Loading Pay Data from External Sources
Chapter 7 Performing Rapid Pay Data Entry
Chapter 8 Calculating Deductions
Chapter 9 Preparing and Transmitting Pay Data
Chapter 10 Receiving Pay Data from ADP
Chapter 11 Using QuickView

Section 1: Payroll Cycle

Payroll Processing Guide
1-2

Section 1: Payroll Cycle

Payroll Processing Guide
Chapter 1
Autolink Payroll Processing Cycle
Overview

PAGE TOPIC

1-2 Introduction
1-3 Autolink Payroll Processing Cycle

Chapter 1: Autolink Payroll Processing Cycle Overview

Payroll Processing Guide
1-2 Introduction

Introduction

The Autolink payroll processing cycle has several steps that are briefly explained in this
chapter. You can find more detailed information in this Payroll Processing Guide and the
Company Setup and Maintenance Guide.

This chapter provides an overview of the Autolink payroll processing cycle.

 As you work through the task in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

Chapter 1: Autolink Payroll Processing Cycle Overview

Payroll Processing Guide
 Autolink Payroll Processing Cycle 1-3

Autolink Payroll Processing Cycle

The Autolink Payroll Processing Cycle consists of several major steps, as illustrated in
Figure 1-1.

Figure 1-1. Autolink Payroll Processing Cycle

Chapter 1: Autolink Payroll Processing Cycle Overview

Payroll Processing Guide
1-4 Autolink Payroll Processing Cycle

Autolink Setup
Before you can process a payroll, the Autolink Setup process must be completed. It consists
of four basic areas that are described in Table 1-1.

Table 1-1. Autolink Setup Areas

Area Description
Required and optional Includes required and optional tables for Autolink, as well as the
table build foundation tables.
See the Company Setup and Maintenance Guide for more
information.
Masterfile conversion Employee-level information. Table-level information can also be
converted. You can use DBA Load process or the Import Utility.
For more information, see Appendix F, “File Formats for
Imported Pay Data” or Appendix G, “DBA Load Technical
Overview.”
Conversion Verification Confirm that the data has been converted correctly. You may
have to do manual data entry to complete the employee-level or
table-level records.
Shadow Table After the employee-level is verified as correct, the Shadow
population Tables are populated by running a mock payroll. Prior to
populating the Shadow Tables, the Event Scheduling System
(.ess) file is loaded from AutoPay into the al_ess_tbl. It
contains the pay group processing schedule from AutoPay.

Chapter 1: Autolink Payroll Processing Cycle Overview

Payroll Processing Guide
 Autolink Payroll Processing Cycle 1-5

Autolink Payroll Processing Step Summary

Table 1-2 summarizes the purpose of each step in the payroll processing cycle.

Table 1-2. Steps In The Autolink Payroll Processing Cycle

Step Description
Employee File First step in the Autolink Payroll Processing Cycle. Includes the
Maintenance following activities:
• New hires
• Personal-data changes
• Rate changes/promotions
• Transfers
• Terminations
• Deduction/benefit changes
• Calculating deductions
Calculate Deductions Calculates general and benefit-related deductions using the
associated tables to determine a deduction amount. This amount
is written to the .pay file for processing on AutoPay. This
process can be run after the employee-level data has been
updated or after the Pay Data Entry step.
Pay Cycle Settings Pay Cycle Settings are the pay period date(s), pay date, deduction
groups, and any special effects. Regularly scheduled payroll
information is maintained and generated by AutoPay, in the form
of an .ess file. The Pay Cycle Settings task may be used to
override the dates, deductions, and like items for the current
payroll.
Pay Data Entry Enter regular, overtime, vacation, sick, and other types of hours
(CheckMate, EPIP and earnings. You can override tax information and deduction
Loads) contributions for the pay period you are processing through the
pay data entry panels.
The three methods available to enter pay data include:
• Directly into Autolink through the payroll cycle.
• Using the Rapid Pay Data Entry application.
• Through an External Paydata Input (EPIP) file.
Calculate/Confirm Calculate deductions and confirm deductions processes must be
Deductions run before the .pay file is generated. The calculate deductions
process must be run to calculate any deduction changes that
might be required for the current payroll cycle.

Chapter 1: Autolink Payroll Processing Cycle Overview

Payroll Processing Guide
1-6 Autolink Payroll Processing Cycle

Table 1-2. Steps In The Autolink Payroll Processing Cycle (cont.)

Step Description
Create ADP Payroll This step contains four main processes:
File
• Populating the Shadow Tables
• Generating several files, including the .pay file
• Comparing employee-level changes for the pay period and
writing those changes to the .pay file
• Writing pay data transactions to the .pay file
Transmit ADP Payroll Sends the .pay file and .ccd file to the AutoPay payroll engine
File for processing. Additional files can be sent and include:
• .wgu file (used by WGPS clients)

• .pun file (contains e-Time punch detail)

• .acp file (used by QuickView clients)

• .rej file (used by QuickView clients)

Receive Payroll Files Receives files (.det, .ytd, and other files), that contain
information to be loaded into ADP Enterprise HR.
Load Payroll Files Loads the following files into ADP Enterprise HR:
• .det (detail)
• . (year-to-date)
• .ess
• .ye2
Set Up for Next Payroll Erases the pay data transactions and resets the Shadow Tables.
After this step, ADP Enterprise HR is ready for the next pay
period’s information.

Chapter 1: Autolink Payroll Processing Cycle Overview

Payroll Processing Guide
Chapter 2
Setting Up and Reviewing
Payroll Cycle Options

PAGE TOPIC

2-2 Introduction
2-3 Setting Up Processing Groups
2-5 Defining Preferences at the User Level
2-7 Setting Up Communications Parameters and Management Reports
2-8 Accessing Pay Group Security
2-9 Setting Up Company Control Information

Chapter 2: Setting Up and Reviewing Payroll Cycle Options

Payroll Processing Guide
2-2 Introduction

Introduction

This chapter explains how to review and set up payroll options, such as processing groups,
defining preferences at the user level, setting up communications parameters, and accessing
pay group security.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

Chapter 2: Setting Up and Reviewing Payroll Cycle Options

Payroll Processing Guide
 Setting Up Processing Groups 2-3

Setting Up Processing Groups

Create and maintain processing groups to facilitate the transmittal, transmission, receive,
and load processes. You can group a number of pay groups together and assign a group
name. Then, during the various cycle processes, you may choose a group instead of
choosing each individual pay group. For instance, you can set up groups to process multiple
pay groups that are on the same pay frequency.

 You can assign a pay group to more than one processing group. If you assign a pay group to
more than one group, the pay group will process multiple times.

Set up processing groups for your pay groups as follows:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Review Payroll Cycle Options

2 . Click next to the Processing Groups task. The Add dialog box displays.

 To modify an existing deduction, double-click the Processing Groups task, enter the
search criteria in the Search dialog box, and click OK.

Figure 2-1. Add Dialog Box

Chapter 2: Setting Up and Reviewing Payroll Cycle Options

Payroll Processing Guide
2-4 Setting Up Processing Groups

3 . Enter the processing group name in the Group Name field and click OK. The Processing
Groups panel displays.

For a description of the

fields on this panel,
press F1.

Figure 2-2. Processing Groups Panel

4 . Enter a pay group in the Pay Group column. The pay group description and cycle status
display.

5 . To add an additional pay group, click the inner scroll bar and then click (Insert Row).

6 . Enter the pay group name in the Pay Group column.

Repeat this step for each pay group you want to add to the processing group.

7 . To delete a pay group from the processing group, select the pay group then click
(Delete Row).

Repeat this step for each pay group you want to remove from the processing group.

8 . Click (Save).

You have just learned how to create a processing group.

Chapter 2: Setting Up and Reviewing Payroll Cycle Options

Payroll Processing Guide
 Defining Preferences at the User Level 2-5

Defining Preferences at the User Level

The Preferences panel allows you to set the following options at the user level:

• Deduction code type: AutoPay or ADP Enterprise HR

• Printer selection for manual checks
 You can also establish the preferences described in this section at the pay group level.
(However, user-level preferences override preferences set at the pay group level.) You can
do this in the Autolink Controls panel and the Autolink Preferences panel in the Pay Group
Options task. To access this task, choose Payroll ~ Company Information ~ Company and
Pay Group Options.

To define payroll user preferences at the user level, follow these steps:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Review Payroll Cycle Options

2 . Double-click the Payroll Operator Preferences task. The Preferences panel displays.

For a description of the

fields on this panel,
press F1.

Figure 2-3. Preferences Panel

3 . From the Check View Deduction Code Type, select a deduction code type. Your choice
will appear on the Check View panel.

Chapter 2: Setting Up and Reviewing Payroll Cycle Options

Payroll Processing Guide
2-6 Defining Preferences at the User Level

4 . Select a printer from the MICR Printer Override field if you want to use a printer other
than the one set up for the profile ID (operator ID).

5 . Click (Save).

You’ve learned how to establish user preferences at the profile ID level.

Chapter 2: Setting Up and Reviewing Payroll Cycle Options

Payroll Processing Guide
 Setting Up Communications Parameters and Management Reports 2-7

Setting Up Communications Parameters and

Management Reports

To communicate with the ADP Processing Center mainframe, you must set up
communications parameters in order to transmit and receive your pay data files from
AutoPay. You can also specify which management reports you want to download from
ADP. Communication parameters and management reports are defined by parent pay group.

For complete information on using the Parent Pay Group Options panel, see the Company
Setup and Maintenance Guide.

You have just learned about setting up Communications Parameters and Management
Reports.

Chapter 2: Setting Up and Reviewing Payroll Cycle Options

Payroll Processing Guide
2-8 Accessing Pay Group Security

Accessing Pay Group Security

You can restrict or permit access to several functions based on pay group access. They are:

• Pay data - allow or restrict access to pay data, Rapid Pay, and auto-balance. The Pay
Data option also controls the calculate deductions process availability for an user.

• Printing - allow or restrict access to printing checks, reprinting access, printing reports,
check audits, printer setup, and network printing.

• Processes - allow or restrict access to DB Load, Autolink Synchronization, and viewing

or reversing check detail.

• Utilities - grant or deny user authorization to retransmit pay group employee records
during synchronization, invoke batch security for the pay group, and authorize the export
and/or conversion process.
For detailed information on establishing pay group access options, refer to the Application
Administrator’s Guide.

Chapter 2: Setting Up and Reviewing Payroll Cycle Options

Payroll Processing Guide
 Setting Up Company Control Information 2-9

Setting Up Company Control Information

If you are a hosted client, you can use message notification which allows for the back and
forth sending of “messages” between ADP Enterprise HR and AutoPay. The types of
messages consist of:

• Modifications to specific Company Control Information (CCI), in which case the

message is sent to ADP with a message returning upon completion.

• Payroll notification, in which case the message is sent from AutoPay to ADP Enterprise
HR.

• CheckMate transactions, in which case you can send and receive CheckMate calculations
to and from Autopay.

 For more information about payroll notification, see “Viewing Payroll Notification Message
Detail,” on page 9-30.

Message notification allows you to immediately send pay group level setup changes without
the intermediary of an ADP consultant. Once sent, you receive notification through the
Message Monitor detailing the status of those updates. You can also receive notification for
the completion of payroll processing.

Adding to and changing company control information allows you to manage certain pay
group level setup information yourself, have the changes applied, and then be notified that
they have been applied without going through your ADP consultant. Certain information
still needs to be handled by your ADP consultant, but you can add or change deduction
codes, hours and earnings codes, memo codes, payroll departments and their descriptions,
and cost numbers.

 For information about adding to and changing company control information, see the
Company Setup and Maintenance Guide.

For deduction codes, hours and earnings codes, and memo codes, you can:

• Add a new code and description

• Change a description for an existing code
• Delete a description for an existing code.
 Deletions of deduction codes, hours and earnings codes, or memo codes are not sent
through CCI messaging. Because these types of changes have significant impact, you
must contact your ADP consultant to have the codes deleted.

Chapter 2: Setting Up and Reviewing Payroll Cycle Options

Payroll Processing Guide
2-10 Setting Up Company Control Information

For payroll departments, you can:

• Add a new (non-totaling) department number and description

• Change a department number description
 Department number descriptions are required fields, therefore you cannot delete them.

• Add or delete cost numbers and/or cost number descriptions.

You have just learned how to set up company control information.

Chapter 2: Setting Up and Reviewing Payroll Cycle Options

Payroll Processing Guide
Chapter 3
Modifying Payroll Runs

PAGE TOPIC

3-2 Introduction
3-3 Modifying a Scheduled Payroll Run
3-7 Running an Unscheduled Payroll
3-10 Running an Out of Sequence Payroll
3-19 Activating Special Processing Features

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
3-2 Introduction

Introduction

This chapter explains how to modify a scheduled payroll run, run an unscheduled payroll,
and run an out-of-sequence payroll.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
 Modifying a Scheduled Payroll Run 3-3

Modifying a Scheduled Payroll Run

Typically, you set up your payroll runs for the entire year. These payroll runs are referred to
as scheduled payroll runs.

During the implementation phase, your AutoPay implementation specialist builds the
calendar for your pay group’s scheduled payrolls. Then, prior to going live, you download
the .ess (Event Scheduling System) file from AutoPay. The schedule holds the pay date,
period ending date, and the deduction groups that should be deducted from your employees’
pay. For more information on downloading the .ess file, refer to “Receiving Pay Data from
ADP,” on page 10-1.

To modify an existing payroll run, click Scheduled on the Dates panel of the Pay Cycle
Settings task. This displays a Scheduled Payrolls area which contains all scheduled payrolls
for up to two years.

Modify a scheduled payroll run as follows:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 1: Start New Payroll Cycle

2. Double-click the Pay Cycle Settings task. The Search dialog box displays.

Figure 3-1. Search Dialog Box

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
3-4 Modifying a Scheduled Payroll Run

3. Enter the pay group or processing group you want to work with and click OK. The Dates
panel displays.

 If you are processing a group of pay groups, you prepare transmittal information for the
first pay group, and then the information is copied to the remaining pay groups in the
processing group.

For a description of the

fields on this panel,
press F1.

Figure 3-2. Dates Panel

4. Click Scheduled. The Dates panel displays scheduled payrolls (as shown in Figure 3-3).

The Schedule Payrolls area (at the bottom of the panel) displays so that you can select a
processing week number. An Event Scheduling System (.ess) file must be downloaded
from the mainframe before scheduled transmittals are available.

For more information on how to download an .ess file, refer to “Receiving Pay Data
from ADP,” on page 10-1.

For a description of the

fields on this panel,
press F1.

Figure 3-3. Dates Panel

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
 Modifying a Scheduled Payroll Run 3-5

5. In the Scheduled Payrolls area, select a payroll from the Select column.

6. Verify or modify the pay date from the Pay Dates fields. This area of the dialog is
populated when you choose Scheduled and select a scheduled payroll run number.

• Pay date 1 displays the pay date of the payroll to be processed. For unscheduled and
out of sequence payrolls, enter the pay date that is appropriate to this payroll
processing.

• Pay date 2 applies to New Jersey school board payrolls. Pay date 2 is grayed if the
Schoolbd - Allow Pay Date 2 check box in the Autolink Controls panel is turned off.
(You can access the Autolink Controls panel by choosing Company Information ~
Pay Group Options.).
7. Verify or modify the pay period end date of the payroll to be processed from the Period
End Dates fields. Changes should only be made to a “scheduled” payroll if you have
already notified your ADP consultant of the changes. The “unscheduled” payroll option
should be used for payrolls that are not included in your ESS schedule.

The period end dates that are entered here are the dates that will be used to determine
which masterfile and deduction data and changes should be included in this payroll
processing. For scheduled and unscheduled payroll processing, the period end dates will
also be used by AutoPay and displayed on the pay checks in the Period End Date area.

• Period end date 1 is the period end date for all employees on your payroll unless you
are using the Pay Group 2 option available through AutoPay.

• Period end date 2 allows you to specify a group of employees (pay group 2)who have
a different period end date.

• Enter the # Days; this number applies to California payrolls.

 The period end dates should always be equal to or greater than the previous payroll
period end dates. Entering dates prior to previously processed payroll dates will reset old
masterfile data and produce unexpected results in the AutoPay payroll.

8. For out of sequence payrolls (processing payrolls for prior periods), click the Out of
Sequence button and follow the steps from “Running an Out of Sequence Payroll”
on page 3-10.

9. Select the Quick View Payroll option to cancel QuickView for an individual pay group
during a specific processing cycle before you transmit a pay group. This option is only
available if you have enabled the QuickView functionality. For more information, see
Chapter 11, “Using QuickView.”

10. Enter the last paycheck number printed in the Last Check # field. This number is
optional and is obtained from your ADP consultant.

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
3-6 Modifying a Scheduled Payroll Run

The following figure shows an example of a completed Dates panel.

For a description of the

fields on this panel,
press F1.

Figure 3-4. Dates Panel

11. When you are finished making modifications, click (Save).

You’ve learned how to modify a scheduled payroll run.

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
 Running an Unscheduled Payroll 3-7

Running an Unscheduled Payroll

From time to time, you may need to run an additional payroll that is not scheduled. For
instance, your company may decide to pay employees a bonus. In this case, you set up an
additional, unscheduled payroll run.

Use the Pay Cycle Settings task to enter the week number, payroll number, quarter number,
and year of an unscheduled payroll run. After this information is entered, enter the pay date,
period ending date, and review the scheduled deductions.

 Period end dates cannot be entered that are prior to the period end dates of the last payroll
processed.

If you choose a week number, payroll number, and year that is the same as a scheduled
payroll, the scheduled payroll information is retrieved from the database.

You must notify your AutoPay consultant if you are sending an unscheduled payroll for
processing.

Run an unscheduled payroll as follows:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 1: Start New Payroll Cycle

2. Double-click the Pay Cycle Settings task. The Search dialog box displays.

Figure 3-5. Search Dialog Box

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
3-8 Running an Unscheduled Payroll

3. Enter the pay group or processing group you want to work with and click OK. The Dates
panel displays.

For a description of the

fields on this panel,
press F1.

Figure 3-6. Dates Panel

4. Click Unscheduled. The Dates panel displays the Unscheduled Payroll area.

For a description of the

fields on this panel,
press F1.

Figure 3-7. Dates Panel

5. Select the AutoPay week number of the unscheduled payroll run from the Week # field.
Valid entries are 00–55.

6. Select the number of the unscheduled payroll run from the Payroll # field. Valid entries
are 1–9. If you are not sure the number to enter here, contact your AutoPay consultant.

7. Select the year of the unscheduled payroll run from the Year field.

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
 Running an Unscheduled Payroll 3-9

8. You can override the quarter number by selecting a new number from the Quarter field
for the unscheduled payroll, if needed. The quarter number is provided for you based on
the week number of the unscheduled payroll run. Verify the quarter number with your
AutoPay consultant.

 An unscheduled payroll cannot be used for a prior quarter run. You must select Out of
Sequence if processing for a previous quarter.

9. Click OK.

10. Now that you have entered an unscheduled payroll, you must enter the pay date and the
pay period end date.

11. Using the other panels in this task, you can verify or modify scheduled deductions,
special effects and check message(s) for the specified payroll processing run.

The following figure shows an example of a completed Dates panel that shows an
unscheduled payroll.

For a description of the

fields on this panel,
press F1.

Figure 3-8. Dates Panel

12. When you are finished making modifications, click (Save).

You’ve learned how to set up an unscheduled payroll run.

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
3-10 Running an Out of Sequence Payroll

Running an Out of Sequence Payroll

The Autolink Cycle Processing feature enables clients to process payrolls for prior periods,
also known as an “out of sequence payroll.” Specifically, an out of sequence payroll is a
payroll that is processed in the current quarter (after a current quarter payroll has processed)
to adjust balances for a previous quarter. Out of sequence payrolls may only be processed
after the end of the previous quarter, during a narrow time-frame that is defined by your
ADP processing center.
You must contact your ADP consultant prior to processing an out of sequence payroll.

Use the Pay Cycle Settings task, as shown in Figure 3-6 to enter the week number, payroll
number, quarter number and year of an out of sequence payroll run. Normally, the week
number and related date that is entered here will be from the previous quarter. Your ADP
account consultant should assist you in determining the appropriate information to enter in
this area.

If you have previously added this out of sequence payroll information to your Event
Scheduling System file and downloaded the new file, you may select this out of sequence
information from the appropriate drop-down list. From this information, the appropriate pay
dates, out of sequence period endings, deductions and special effects will be populated on
the Dates panel (see page 3-8).

It will still be necessary to populate the original period end dates on the Dates panel. The
dates that should be entered here are the dates that are equal to or greater than the last payroll
that was processed for this pay group.

You can enter overrides on an out of sequence payroll in the following ways:

• Overriding a Deduction Group

• Overriding Individual Deductions Panel
To run an out of sequence payroll, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 1: Start New Payroll Cycle

2. Double-click the Pay Cycle Settings task. The Search dialog box displays.

Figure 3-9. Search Dialog Box

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
 Running an Out of Sequence Payroll 3-11

3. Enter the pay group or processing group you want to work with and click OK. The Dates
panel displays.

For a description of the

fields on this panel,
press F1.

Figure 3-10. Dates Panel

4. Click Out of Sequence. The Dates panel displays the Out of Sequence Payroll area.

For a description of the

fields on this panel,
press F1.

Figure 3-11. Out Of Sequence Payroll On The Dates Panel

5. Select the AutoPay week number from the Week # field of the out of sequence payroll
run. Valid entries are 00–55.

6. Select the number of the out of sequence payroll run from the Payroll # field. Valid
entries are 1–9. If you are not sure the number to enter here, contact your AutoPay
consultant.

7. Select the year of the out of sequence payroll run from the Year field.

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
3-12 Running an Out of Sequence Payroll

8. Enter the quarter number (based on the week number) of the out of sequence payroll run
from the Quarter field. You can override the quarter number for the out of sequence
payroll, if needed. Verify the quarter number with your AutoPay consultant.

9. Click OK.

10. You must enter the Pay Date and Period End Dates for the out of sequence payroll as
follows:

• Pay Date - The Pay Date that represents the Quarter/Year the out of sequence
processing will update and will pass to AutoPay in the pay file.

• Period End 1 - Determines the masterfile and deduction changes that will be
included with this payroll for Pay Group 1 employees. This date must be equal to or
greater than the Period End 1 date of the last payroll processed and will not pass to
AutoPay in the pay file.

• Period End 2 - Determines the masterfile and deduction changes that will be
included with this payroll for Pay Group 2 employees. This date must be equal to or
greater than the Period End 2 date of the last payroll processed and will not pass to
AutoPay in the pay file.

• OOS Period End Date 1 - This date will correspond to the Quarter/Year that is
being adjusted in this out of sequence processing for Pay Group 1 employees and
will pass to AutoPay in the pay file.

• OOS Period End Date 2 - This date will correspond to the Quarter/Year that is
being adjusted in this out of sequence processing for Pay Group 2 employee and will
pass to AutoPay in the pay file.
11. Using the other panels in this task, you can verify or modify scheduled deductions,
special effects and check messages for the specified payroll processing run.

The following figure shows an example of a completed Dates panel that shows an
out-of-sequence payroll.

For a description of the

fields on this panel,
press F1.

Figure 3-12. Dates Panel

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
 Running an Out of Sequence Payroll 3-13

12. When you are finished making modifications, click (Save).

You have completed setting up the Dates panel for running an out-of-sequence payroll.
Next, you can override a deduction group using the Deduction Groups panel.

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
3-14 Running an Out of Sequence Payroll

Overriding a Deduction Group

For a payroll run, you may need to override a group of deductions. This is done using the
Deduction Groups panel.
Modifying a
Scheduled Payroll To override a deduction group, do the following:
Run
1 . Click Payroll and make the following selections:
 Overriding a
Deduction Group

Overriding Payroll Cycle ~ Step 1: Start New Payroll Cycle

Individual
Deductions Panel

2. Double-click the Pay Cycle Settings task. The Search dialog box displays.

Figure 3-13. Search Dialog Box

3. Enter the pay group or processing group you want to work with and click OK. The Dates
panel displays
.

For a description of the

fields on this panel,
press F1.

Figure 3-14. Dates Panel

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
 Running an Out of Sequence Payroll 3-15

4. Click the Deduction Groups tab to display the Deduction Groups panel.
.

For a description of the

fields on this panel,
press F1.

Figure 3-15. Deduction Groups Panel

5. Select the deduction group you want to activate from the Check to Activate Group list.
This area is populated when you select the Scheduled button and select a scheduled
payroll week number. This information originates from the .ess file.

6. To find out more information about the group you are selecting, click the information

button on the same row as the deduction group. The information displays at the
bottom of the panel (in this example, Deductions in Group ‘1’ information).

For a description of the

fields on this panel,
press F1.

Figure 3-16. Deduction Groups Panel

 Although this panel is automatically populated with default data, you may change data as
needed.

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
3-16 Running an Out of Sequence Payroll

7. If you want to add another group to the pay cycle, select a group from the New Group

list and then select to add the group to the Check to Activate list.

The new deduction group you selected appears as a checked item in the list of deduction
groups to activate for this payroll.

You have learned how to override a deduction group. Next, you can override individual
deductions using the Deduction Overrides panel.

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
 Running an Out of Sequence Payroll 3-17

Overriding Individual Deductions Panel

For a payroll run, you may need to override individual deductions.

Modifying a When you enter deductions to activate (or deactivate), you enter the AutoPay deduction
Scheduled Payroll code instead of the ADP Enterprise HR deduction code. Both are available in the pick list,
Run but if you choose to key in the code, make sure you use the AutoPay deduction code.
Overriding a
AutoPay deduction codes are used on the transmittal you receive with each payroll.
Deduction Group
You override deductions using the Deduction Overrides panel.
 Overriding
Individual
Deductions Panel

For a description of the

fields on this panel,
press F1.

Figure 3-17. Deduction Overrides Panel

1 . From the AutoPay DedCd field, enter or select an AutoPay deduction code (not the ADP
Enterprise HR deduction code) to activate. AutoPay deduction codes are used on the
transmittal you receive with each payroll.

The plan type, deduction code, class, and description display.

• Plan Type - Indicates the plan type for the deduction.

• DedCd - Indicates the corresponding ADP Enterprise HR deduction code.
• Ded Class - Indicates the classification of the deduction, such as whether it is before
or after tax.

• Description - Displays a description of the deduction.

2. To add deductions to activate, click (Insert Row). All valid deduction codes from all
groups are listed for each deduction. Select up to eight individual deduction codes to
activate.

3. From the AutoPay DedCd field, enter or select an AutoPay deduction code (not the ADP
Enterprise HR deduction code) to deactivate. AutoPay deduction codes are used on the
transmittal you receive with each payroll.

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
3-18 Running an Out of Sequence Payroll

The plan type, deduction code, class, and description display.

• Plan Type - Indicates the plan type for the deduction.

• DedCd - Indicates the corresponding ADP Enterprise HR deduction code.
• Ded Class - Indicates the classification of the deduction, such as whether it is before
or after tax.

• Description - Displays a description of the deduction.

4. To add deductions to deactivate, click (Insert Row).

5. Click (Save).

You have just learned how to set up an out-of-sequence payroll.

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
 Activating Special Processing Features 3-19

Activating Special Processing Features

You may need to activate or deactivate special processing features for a payroll run such as
cancelling automatic pay. However, do not enter a special effect on your payroll unless
instructed to do so by your AutoPay consultant. The AutoPay consultant usually sets up your
special effects when he or she establishes your payroll schedule. These special effects
become effective when you download the .ess file from ADP.

Special Effects Codes

Table 3-1 lists the valid payroll special effects codes.

Activating Special Table 3-1. Special Effects Codes

Processing Code Description
Features
10 Bonus Payroll - Supplemental Wage Percent
 Special Effects
Codes  This is used with California state tax codes only.
Setting Up Special
Effects for a Payroll 11 Pay the Pay group 2 Employees-Automatic Pay
Run
13 Bonus Payroll- Federal Tax
Entering
Check/Advice 14 Bonus Payroll-No Ded (add Bonus SS/MED% to gross)
Messages
15 Bonus Payroll-Deduct Social Security/Medicate
16 Banking Payroll-Block Full Net Deposits
17 No updating of Weeks Worked
18 Cancel Pension Calculation
20 New Hire Compliance
 Used in conjunction with Special Effect 71 or &2. Activates reporting of new hires for
a New Start or Quick Start processing.

21 Cancel Automatic Pay

23 3rd P/R This Week
24 2nd P/R This Week
27 2 Holiday this week-Automatic Pay
28 1 Holiday this week-Automatic Pay
29 3 Holiday this week-Automatic Pay
31 In-Line Monthly Summary Run Week
32 Print Complete Message Report
38 Block Download

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
3-20 Activating Special Processing Features

Table 3-1. Special Effects Codes (cont.)

Code Description
42 Clear Group 4 Special Accumulators
43 Activate Steelworker’s Monthly Min. Code
44 Clear Group 5 Special Accumulators
45 Clear Group 6 Special Accumulators
46 Clear Group 7 Special Accumulators
47 Clear Group 8 Special Accumulators
48 Clear Group 9 Special Accumulators
51 Block Calculations-Municipality Payroll
52 No Spl Calc, Rst OT, MI/Tip Fct/Garn/Psn/Calc/Tip Cr
53 No Checks this Payroll
54 No In_Line Management Reports this Payroll
57 Allow Tax Filing or Cafeteria Plan QTD/ Adjs
58 Cancel Automatic Group Term Life
60 Do Not Take DIA Deductions in Payroll
61 Deactivate Group 1
62 Deactivate Group 2
63 Deactivate Group 3
65 Clear Group 1 Special Accumulators
66 Clear Group 2 Special Accumulators
67 Clear Group 3 Special Accumulators
68 Clear GTL Coverage Amount and Year
71 New Start
 For ADP Implementation use only. Used to create a new masterfile on AutoPay.

72 Quick Start
 For ADP Implementation only. Used to create a new masterfile on AutoPay and pay
employees.

73 Cancel Split Net

74 Int. P/R,No ESS Upd,No Prt Off Laser Spool File
82 Bypass Check Validation
90 P/R Bill at OOS Rate

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
 Activating Special Processing Features 3-21

Table 3-1. Special Effects Codes (cont.)

Code Description
91 Quarter Reports Billable at Rerun Rate
92 Quarter Reports Not Billable
93 Internal Review
96 Block Total Hours Worked
 Check box on Autolink Control panel must be selected to enable this feature.

You’ve just viewed the special effects codes and descriptions. Next, set up special effects for
a payroll run from the Special Effects tab.

Setting Up Special Effects for a Payroll Run

To select or clear special effects for the payroll run, use the Special Effects panel.

Activating Special
Processing
Features
Special Effects
Codes

 Setting Up Special
Effects for a
Payroll Run
Entering
Check/Advice
Messages

Figure 3-18. Special Effects Panel

 For a description of the fields on this panel, click Help.

 You should not enter or delete a special effect for a payroll unless advised to do so by your
AutoPay consultant.

1 . Select the special effect you want to add from the Special Effect field.

2. To add special effects to activate, click (Insert Row). To remove special effects,
click (Delete Row).

3. Click (Save).

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
3-22 Activating Special Processing Features

You have set up special effects for a payroll run. Next, learn how to enter check and advice
messages.

Entering Check/Advice Messages

Use the Messages panel to include a message to the employees on their pay stubs. Messages
are limited to 55 characters and apply to the entire pay group or processing group.
Activating Special
Processing
Features
Special Effects
Codes

Setting Up Special
Effects for a Payroll
Run

 Entering
Check/Advice
Messages

Figure 3-19. Messages Panel

 For a description of the fields on this panel, click Help.

1 . Enter a check stub message for the current payroll in the Check Stub Message field.

2. For employees with an alternate language, enter a message in the language used by the
employees in the Alternate Language Message field.

3. Click (Save).

You have completed learning how to activate special processing features for a payroll.

Chapter 3: Modifying Payroll Runs

Payroll Processing Guide
Chapter 4
Entering Pay Period Information

PAGE TOPIC

4-2 Introduction
4-6 Understanding and Using Payroll Batches
4-23 Defining Pay Information
4-39 Running the Pay Data Summary Report (ALPAY001)
4-42 Running the Pay Data Detail Report (ALPAY002)
4-43 Entering Job, Department, or Cost Number Data
4-52 Entering Third Party Sick Pay
4-56 Entering Cost Number Detail for Third Party Sick Pay
4-58 Entering Paid Time Off Balances
4-61 Entering Prior Balance Adjustments
4-64 Entering Accumulator Balances
4-67 Entering Special Entries
4-71 Processing New Mexico Workers’ Compensation Fee Refunds
4-74 Maintaining Deduction in Arrears Balances

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-2 Introduction

Introduction

This chapter focuses on entering and modifying pay period information using Steps 2 and 3
of the ADP Enterprise HR Payroll Cycle. Step 2: Enter Pay Period Information and Step
3: Modify Pay Period Information of the Payroll Cycle processes provide the tasks for
entering current payroll period information such as hours, earnings, one-time deductions,
manual checks, check reversals, and so forth. You can make temporary changes to an
automatically paid employee for a single pay period or enter payroll information each pay
period for those employees not set up for automatic pay. You can also create payroll
batches, add employees to a batch, and enter batch totals using Step 2: Enter Pay Period
Information and Step 3: Modify Pay Period Information of the Payroll Cycle.

While both processes allow you to access employee pay data, each one has different avenues
to access that data:

Step 2: Enter Pay Period Information provides access to employee pay data by first
selecting (or creating) a payroll batch, then you select the employee from the batch (see
“Displaying an Employee Record From Within a Payroll Batch” on page 4-14).

Step 3: Modify Pay Period Information provides access to the employee pay data by
directly requesting the employee record (see “Entering Additional Hours and/or Earnings”
on page 4-23 for an example). When appropriate, the instructions in this chapter illustrate
how to access employee records using Step 3: Modify Pay Period Information, which is the
more direct route.

If you want to learn how to change a pay rate for an employee, refer to the Planning,
Compensation, and Compliance Guide.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

Employee Maintenance
This chapter covers entering pay data for employees who are not automatically paid each
pay period and for employees for whom you want to enter exception pay data. This chapter
does not cover entering initial pay rates, changing pay rates, or performing various employee
actions that may affect pay rates. These latter tasks are covered either in the human
resources documentation, or, in some cases, in other chapters of this guide.

For information on the following tasks, refer to the human resources manual, Hiring,
Staffing, and Job Maintenance Guide:

• Hiring employees
• Changing pay rates for salaried or hourly employees
• Promoting employees

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Introduction 4-3

• Transferring employees
• Terminating salaried and hourly employees
 You can also find information on transferring and terminating employees in the Employee
Setup and Maintenance Guide.

Canceling Automatic Pay

Automatic Pay is the feature that makes it possible to issue paychecks automatically every
pay period based on the employee’s standard payroll information. However, if you make a
change to an employee’s payroll record and need to issue a non-standard check, you may
want to cancel automatic pay. For example, you would cancel automatic pay when a salaried
employee has a rate change effective for the current pay period.

In this instance, you may want to cancel automatic pay and enter the employee’s payroll
information through Step 2 of ADP Enterprise HR: “Enter Pay Period Information.” For
more information, refer to “Defining Pay Information” on page 4-23.

 Automatic pay employees are those that are either salaried or hourly with standard hours.
Standard hours are set up on the Autolink Details panel (People ~ Personnel Actions ~
Change Job/Position Information ~Change Job/Position) and can be set up to calculate
automatically under Pay Group Options. For more information on the Pay Group Options
panel, see the Company Setup and Maintenance Guide.

Entries in any of the following fields on the er (see page 4-67) on a Pay Number 1 record
automatically cancels the Automatic Pay feature and requires you to enter the data manually.

• Cancel Automatic Pay

• Tax Frequency
• Paycheck Tax Frequency
• Shift = 1
• Special Action (values of F, X, or Y only)
• Rate Code
• Temp Rate
• Zero Temp Rate
• Temporary Dept
• Temporary Cost Number
• Regular Hours (for an hourly employee with payroll standard hours)
• Regular Earnings (for a salaried employee)
The message, “Cancel Automatic Pay,” displays when saving if the employee is terminated
or the payroll status has been manually set to terminated.

If an employee is terminated or transferred and:

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-4 Introduction

• The employee is eligible for automatic pay

• The payroll status is less than or equal to one
• The file number status is A (Active)
• The effective date of the termination or transfer is less than or equal to the pay period end
date
A message dialog displays which allows you to cancel automatic pay (Yes) or not (N). If
you choose to cancel automatic pay, a batch is created that contains the terminated file
numbers whose payroll status is terminated (T). The batch ID is SYS GEN CANCEL AUTO
PAY.

If you have terminated or transferred an employee and the criteria is not met, you will have
to manually cancel automatic pay through the Cancel Auto Pay check box on the
Hours/Earnings panel (Payroll ~ Step2: Enter Pay Period Information ~ Enter Pay
Information).

Paying Terminated Employees

Terminating an employee removes the employee from active status on the payroll. AutoPay
masterfile records for terminated employees are not deleted from the database until after
W-2s are printed at year end. ADP Enterprise HR records are not deleted.

The tasks necessary to terminated employee from ADP Enterprise HR are detailed in the
Hiring, Staffing, and Job Maintenance Guide. Information pertaining to payment of a
terminated Autolink employee are described in this section.

Deduction Calculations for a Terminated Employee

Whether deductions are calculated for terminated file numbers or not is determined by the
Calculate Deductions for Terminated File Numbers check box found on the Installation
panel (System Admin ~ Human Resources Setup (Required) ~ Human Resources Setup ~
Installation).

If this check box is not selected, deductions are not calculated with the calculate deductions
process or processed (PFT) for the file numbers that have been terminated. Only employees
whose status is active (A) will have their deductions calculated and processed.

If the check box is selected, deductions are also calculated and processed for terminated file
numbers, employees whose status is terminated (T). All terminated employees will continue
to have all deductions that have not been end dated active for all pay group/file number
combinations in a specific pay group for that employee.

This option is usually setup during the implementation process. For more information on the
Installation panel, see the Hiring, Staffing, and Job Maintenance Guide.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Introduction 4-5

Terminating an Employee with a Final Paycheck

Changing an employee’s status to terminated in ADP Enterprise HR is done on the Job
Information panel. You change the action to Terminated and provide a reason for the action,
such as Relocation or Resignation.

To ensure that a terminated employee receives a final paycheck, you first have to determine
if the employee is set up on automatic pay or not. The answer to this question determines the
course of action you should take in ADP Enterprise HR.

Each scenario is summarized as follows:

• If the employee is set up on automatic pay and automatic pay has not been canceled, the
employee automatically receives one more paycheck. Aside from terminating the
employee (as described below), there is nothing extra that you have to do.

• If the employee is not set up on automatic pay, enter the employee’s hours or earnings to
issue the final paycheck. For more information on automatic pay and entering hours and
earnings, see page 4-23.
Terminating an Employee Without a Final Paycheck

Changing an employee’s status to terminated in ADP Enterprise HR is done on the Job

Information panel. You change the action to Terminated and provide a reason for the action,
such as Relocation or Resignation.

To prevent ADP Enterprise HR from issuing a final paycheck to the employee, select the
Cancel Automatic Pay check box. For more information on the Hours/Earnings panel, see
page 4-23 For more information cancelling automatic pay, see page 4-3.

Paying a Previously Terminated Employee

You can issue a paycheck to a previously terminated employee without changing the
employee’s status on your payroll. Say, for example, you owe one week of vacation pay to
an employee who was terminated one month ago, and you want to issue a check to the
employee without changing the employee’s status of “Terminated.”

Specifically, you issue the paycheck in much the same way you might issue any exception
paycheck—enter payroll information such as the batch ID and hours and earnings. For more
information, see page 4-23.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-6 Understanding and Using Payroll Batches

Understanding and Using Payroll Batches

A payroll batch is a group of related pay data entries, identified by a batch ID, that is created
at the same time for payroll processing purposes. For example, you can enter regular and
overtime hours for all hourly employees in one batch.

You can enter totals for a batch, and balance and verify the entries you keyed.

When you add a payroll batch to a pay group, the batch type displays on the Batch
Maintenance panel. The batch type indicates if the batch was originally entered through Pay
Data Entry or Rapid Pay Data Entry. On the Batch Maintenance panel, you can edit a batch
that was created through either method, with the following restrictions:

• If you edit a batch created in Rapid Pay Data Entry, and then save it, the batch type
changes to Pay Data Entry. You can no longer access the batch in Rapid Pay Data Entry.

 A warning notifies you about the restriction before you save changes.

• If you view a Rapid Pay Data Entry batch in the Batch Maintenance panel, but make no
changes to it, you can still edit the batch in Rapid Pay Data Entry.

Accessing a Payroll Batch

You must have the appropriate software security clearance assigned to your profile ID in
order to access a payroll batch.
Understanding and
Using Payroll If you are unable to access a specific batch, see your system administrator. There are several
Batches reasons why you might be unable to access a batch:
 Accessing a
Payroll Batch
• Pay group access
Adding a New • Access to perform data entry tasks
Payroll Batch

Adding an • User security access

Employee to a
Payroll Batch • Department security access
Preloading Groups
of Employees into a
• Cycle status is not at the correct point to allow data entry
Payroll Batch
You may not modify or delete your own record within a batch unless you have been set up to
Displaying an do so in your profile. Enterprise HR compares your profile ID with the employee IDs for the
Employee Record
selected file numbers. Also, if you try to modify your own record, an error message displays
From Within a
Payroll Batch stating that you are not allowed to update your own record. For more information about
Operator Security, see the Application Administrator’s Guide.
Balancing Batch
Totals

Correcting Batch
Errors

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Understanding and Using Payroll Batches 4-7

Adding a New Payroll Batch

This section describes how to add a new payroll batch. You can also use this procedure to
delete a payroll batch.
Understanding and
Using Payroll ADP strongly recommends that the number of pay in a single batch be kept below 2000.
Exceeding this value may cause some functions or processes to run slowly.
Batches
Accessing a Payroll Follow these steps:
Batch

 Adding a New 1 . Click Payroll and make the following selections:

Payroll Batch

Adding an
Employee to a Payroll Cycle ~ Step 2: Enter Pay Period Information
Payroll Batch

Preloading Groups
of Employees into a 2. Double-click the Enter Pay Information task. The Search dialog box displays.
Payroll Batch

Displaying an
Employee Record
From Within a
Payroll Batch

Balancing Batch Figure 4-1. Search Dialog Box

Totals
Correcting Batch 3. Enter the pay group in the Pay Group field and click OK. The Batch Maintenance panel
Errors displays.

For a description of the

fields on this panel,
press F1.

Figure 4-2. Batch Maintenance Panel

4. To add a batch, click (Insert Row).

 To delete a batch, select the batch, and then click (Delete Row).

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-8 Understanding and Using Payroll Batches

5. In the first Batch ID field, enter the new batch ID, and then press Tab. The Profile and
Description fields are populated automatically.

 If you edit a batch that was created in RPDE and then save it, you can no longer access
it in RPDE.

6. To include the batch in the current payroll, select Include.

7. To save the batch for a future payroll, select Retain.

8. To limit access to this batch to your profile ID, select Restrict.

9. Click (Save). The batch ID moves to the second Batch ID field. The first Batch ID
field is cleared.

10. To add employees to the batch, do either of the following:

• To preload a group of employees into the batch, click Preload. For more
information, see “Preloading Groups of Employees into a Payroll Batch”
on page 4-11.

• To load individual employees into the batch, click Select EE. For more information,
refer to “Adding an Employee to a Payroll Batch” on page 4-9.
11. To enter and view the totals for the different categories of hours and earnings, taxes,
deductions, and memos in the batch, click Totals. For more information, refer to
“Balancing Batch Totals” on page 4-16.

 You can also auto-balance from the Totals panel.

You’ve just created a new payroll batch.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Understanding and Using Payroll Batches 4-9

Adding an Employee to a Payroll Batch

This section describes how to add an employee record to an existing payroll batch. You can
also use this procedure to delete an employee from a batch.
Understanding and
Using Payroll It is highly recommended that the number of pay in a single batch be kept below 2,000.
Exceeding this value may cause some functions or processes to run more slowly than is
Batches
desirable.”
Accessing a Payroll
Batch
To add or delete an employee record in a batch, do the following:
Adding a New
Payroll Batch 1 . From the Batch Maintenance panel, click the Select EE button. The Select Employee
 Adding an panel displays.
Employee to a
Payroll Batch

Preloading Groups
of Employees into a
Payroll Batch

Displaying an
Employee Record
From Within a
Payroll Batch

Balancing Batch
Totals

Correcting Batch
Errors

Figure 4-3. Select Employee Panel

 For a description of the fields on this panel, press F1.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-10 Understanding and Using Payroll Batches

The following figure displays a Select Employee panel without any employees in the
batch.

For a description of the

fields on this panel,
press F1.

Figure 4-4. Select Employees Panel

2. Do one of the following:

• If there are no employees already in the payroll batch, enter a file number in the File
Nbr column.The employee pay number, ID, and name display.

 You can also press Ctrl+F4 from a blank File Nbr (File Number) field to display a
partial search dialog to search for an employee you want to add.

• If there are employees in the payroll batch and you want to add additional
employees, click (Insert Row) to add an additional employee, then enter a file
number in the File Nbr column. The employee pay number, ID, and name display.

• If you choose to delete an employee from the batch, select the Select File Nbr check
box next to the employee, then click (Delete Row).

3. When you are finished adding (or deleting) employees, click (Save).

You’ve just added an employee to a payroll batch.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Understanding and Using Payroll Batches 4-11

Preloading Groups of Employees into a Payroll

Batch
ADP Enterprise HR allows you to preload data into a payroll batch. This feature provides a
quick means of loading data. For example, you might want to load all of the employees from
Understanding and a group of departments into the same batch.
Using Payroll
Batches Note that you can preload data based on the following fields:
Accessing a Payroll
Batch • Clock number
Adding a New • Cost number
Payroll Batch

Adding an • Data control

Employee to a
Payroll Batch • Department ID
 Preloading
Groups of
• File number
Employees into a
Payroll Batch • Job code
Displaying an • Location
Employee Record
From Within a
Payroll Batch
• Name
Balancing Batch • PR department number
Totals

Correcting Batch • PR job number

Errors
To preload a group of employees into an existing batch, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 3: Modify Pay Period Information

2. Double-click the Preload Groups of Employees task. The Search dialog box displays.

Figure 4-5. Search Dialog Box

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-12 Understanding and Using Payroll Batches

3. Enter a batch ID in the Batch ID field and click OK. The Preload Employees panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 4-6. Preload Employees Panel

 For illustration purposes, the following steps cover preloading data using department ID.

4. Select Dept ID from the Field Name field.

5. Select a department from the From field to enter the beginning of the range. Autolink
will preload employee records for a range starting with the field you selected.
To preload employees from a single department, you simply select a department from
the From field.

6. Select a department from the To field to enter the end of the range. Autolink will preload
employee records for a range ending with the field you selected.

 You can also use the Operator field to define AND/OR statements when specifying
employees to preload. For example, you can preload from Dept ID 30100 to 40100 or
Job Number 12345 to 12347 and Job Code from 5009 to 5011.

7. From the Preload Only area select from the following:

• Select Hourly Employees to preload only hourly employees.

 If you leave this unchecked, Autolink preloads for both hourly and salaried
employees.

• Select Active Employees to preload only active employees.

 If you leave this unchecked, Autolink preloads for all employees, including those that
are terminated, deceased, and so forth.

• Select Future Hires/Rehires to preload employees whose Autolink status is future

hire or rehire.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Understanding and Using Payroll Batches 4-13

8. From the Future Hires/Rehires area, select from the following:

• Select Exclude to exclude all future hires and rehires from the preload selection
criteria.

• Select Include to include all future hires and rehires in the preload selection criteria.
9. Select the Pay Number for the pay period.

The following figure shows an example of a completed Preload Employees panel.

For a description of the

fields on this panel,
press F1.

Figure 4-7. Preload Employees Panel

10. Click (Save).

The file numbers for all employees in the selected department(s) are loaded into the
batch.

 This assumes that the user has departmental security access.

You’ve just learned how to preload groups of employees into a payroll batch.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-14 Understanding and Using Payroll Batches

Displaying an Employee Record From Within a

Payroll Batch
This section explains how to select an employee record from within an existing payroll
batch.
Understanding and
Using Payroll  If you want to select a record without selecting a batch first, see “Defining Pay Information”
Batches on page 4-23. This second method is a more direct route.
Accessing a Payroll
Batch
To view an employee record from within a payroll batch, do the following:
Adding a New 1 . Click Payroll and make the following selections:
Payroll Batch

Adding an
Employee to a Payroll Cycle ~ Step 2: Enter Pay Period Information
Payroll Batch

Preloading Groups
of Employees into a 2. Double-click the Enter Pay Information task. The Search dialog box displays.
Payroll Batch

 Displaying an
Employee Record
From Within a
Payroll Batch

Balancing Batch
Totals Figure 4-8. Search Dialog Box

Correcting Batch 3. Enter the pay group in the Pay Group field and click OK. The Batch Maintenance panel
Errors
displays.

For a description of the

fields on this panel,
press F1.

Figure 4-9. Batch Maintenance Panel

4. Select the Select Batch check box for the batch that holds the employee record you want
to work with.

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Payroll Processing Guide
 Understanding and Using Payroll Batches 4-15

5. Click Select EE. The Select Employee panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-10. Select Employee Panel

6. Select the employee you want to work with by clicking the appropriate Select File Nbr
check box.

 You can also press Ctrl + F4 from a blank File Nbr (File Number) field to display a
partial search dialog to search for an employee you want to add.

7. Click Pay Data Entry. The Hours/Earnings panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-11. Hours/Earnings Panel

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-16 Understanding and Using Payroll Batches

8. View or modify employee pay information as appropriate.

For more information on using the panels in this task, see “Defining Pay Information”
on page 4-23.

 If the pay group for the employee uses cost numbers as the labor distribution method,
the Temporary Dept field is replaced by the Temp Cost Nbr field.

9. If you modify information, click (Save).

10. To return to the Select Employee panel, click (Close).

11. Do one of the following:

• If you want to work with another employee, select that employee and click Pay Data
Entry.

• If you want to return to the Batch Maintenance panel, click (Close) again.

You’ve just learned how to display an employee record from within a payroll batch. For a
more direct way of accessing employee records to enter pay data information, see “Defining
Pay Information” on page 4-23. Next, you can balance batch totals.

Balancing Batch Totals

To verify batch totals, compare the totals calculated by Autolink with the totals you recorded
on your source documents for this batch. This ensures the accuracy of your entries.
Understanding and
Using Payroll If any payroll batch totals are out of balance, you must correct the totals, delete the
Batches out-of-balance batches, or hold the out-of-balance batches before transmitting them to
Accessing a Payroll
AutoPay. A batch can be out-of-balance for any of the following reasons:
Batch
• An erroneous control total on your source documents
Adding a New
Payroll Batch
• An erroneous pay data entry
Adding an
Employee to a • An omission of some payroll information
Payroll Batch
Preloading Groups To enter control totals and balance batch totals for a specified payroll batch that you have
of Employees into a input through the “pay data entry” process, use the Modify Batch Information task (as
Payroll Batch shown in Figure 4-14). This task helps you maintain totals for regular, overtime, and other
Displaying an hours and earnings, federal, state, local taxes, deductions, and memos.
Employee Record
From Within a The Modify Batch Information task allows you to display all of the batches for a pay group
Payroll Batch
that you select and see if any of the batches are out of balance. You will also see any batch
 Balancing Batch created in Rapid Pay Data Entry if you are the owner of the batch or a super user. For more
Totals information about Rapid Pay Data Entry, see Chapter 7, “Performing Rapid Pay Data
Correcting Batch Entry.”
Errors

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Understanding and Using Payroll Batches 4-17

To balance a payroll batch, do the following:

1. Click Payroll and make the following selections:

Payroll Cycle ~ Step 3: Modify Pay Period Information

2. Double-click the Modify Batch Information task. The Search dialog box displays.

Figure 4-12. Search Dialog Box

3. Enter a Pay Group and click OK. The Batch Totals panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-13. Batch Totals Panel

4. Click any column heading to sort the column in ascending or descending order. For
example, if you click Balance Information, all of the Out of Balance batches are
grouped together.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-18 Understanding and Using Payroll Batches

5. In the Batch ID field, click the batch you want to view. The Hours/Earnings panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 4-14. Hours/Earnings Panel

6. In the Calculated area, view the total amounts which are calculated by Autolink Pay Data
Entry for the categories listed in the Hours and Earnings areas for all transactions in the
batch. Calculated amounts are displayed in display-only fields.

7. Enter your control totals in the Control column. Control totals can be entered through
manual keyboard entry or through execution of the EPIP Fixed Format Input or Rapid
Pay Data Entry process.

As you tab to the next field, ADP Enterprise HR calculates the difference between the
numbers in the calculated column and the numbers you entered in the Control column.
If numbers other than zeros appear in the Difference column, the batch is out of balance.
The entries must balance before you can transmit them to AutoPay.

8. View the Difference column.The difference amount is the result of subtracting control
totals from calculated totals. The difference can be positive or negative. The difference
amount determines whether the batch totals are in balance or not. If the difference is zero,
the totals are in balance. Otherwise, the totals are out of balance, causing the status
message to read ‘Batch is out of balance’ and the Auto Balance button to become
enabled.

9. To balance the entries automatically, click Auto Balance. Auto Balance forces the
Control totals to equal the Calculated totals to bring the totals into balance. Selecting
Auto Balance will remove the ‘Batch is out of balance’ message. This Auto Balance is
grayed out if the Auto Balance check box in the Pay Group Security panel is cleared or
the totals are in balance. (Payroll Cycle ~ Review Payroll Cycle Options ~ Pay Group
Access)

 Auto Balance is gray if the Auto Balance check box on the Pay Data Options panel is
not selected for your profile ID (operator ID) or if the batch is in balance. (You can access
the Pay Data Options panel in the following location: Payroll Cycle ~ Review Payroll
Cycle Options ~ Pay Group Access.)

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Understanding and Using Payroll Batches 4-19

For more information on setting up pay group security for this feature, refer to the
Company Setup and Maintenance Guide and the Application Administrator’s Guide.

10. To view the totals for any taxes, click the Taxes tab. The Taxes panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-15. Taxes Panel

11. Enter your control totals in the Control column.

12. To view miscellaneous deductions and memos for the batch, click the Miscellaneous tab.
The Miscellaneous panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-16. Miscellaneous Panel

13. Enter your control totals in the Control column.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-20 Understanding and Using Payroll Batches

1 4. Click (Save).

15. Click (Close) to return to the Batch Totals panel.

You’ve balanced batch totals; next, you can correct batch errors in your payroll batch.

Correcting Batch Errors

Use the Batch Errors panel to review and correct errors in the batch. The four types of errors
that are listed are:
Understanding and
Using Payroll • Invalid Paycheck Tax Frequency Values for Bonus Payrolls - A value in the
Batches Paycheck Tax Frequency field is not allowed if the current payroll transmittal record
Accessing a Payroll includes a special effect of 10, 13, 14, or 15 which indicates a bonus payroll. If this error
Batch is found, you must remove the special effect or delete the value from the Paycheck Tax
Adding a New Frequency field before you can continue processing the payroll.
Payroll Batch
• Invalid Paycheck Tax Frequency/Tax Frequency Combinations - Values for both the
Adding an
Paycheck Tax Frequency field and the Tax Frequency field are not allowed for the
Employee to a
Payroll Batch same employee on the same pay. If this error is listed, you must correct it before you can
continue processing the payroll. This can be across multiple batches.
Preloading Groups
of Employees into a
Payroll Batch
• Invalid Paycheck Tax Freq/Tax Freq - You cannot have different Paycheck Tax
Frequency values for the same file number in different batches.
Displaying an
Employee Record • Invalid Direct Deposit Block - You cannot have different Block Direct Deposit values
From Within a
Payroll Batch for the same file number in different batches.
Balancing Batch • Manual Check-Duplicate Pay Nbr - You cannot have duplicate pay numbers for the
Totals
same file number on a manual check or adjustment. Any duplicate pay number errors
 Correcting Batch
Errors

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Understanding and Using Payroll Batches 4-21

display after you complete the correction of any other errors. For more information on
correcting this type of error, see “Correcting Batch Errors” on page 9-15.
1 . Click the Batch Errors tab. The Batch Errors panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-17. Batch Errors Panel

2. Click the Cross-Batch Edit Check button.

The Cross-Batch Edit Check confirmation message displays.

Figure 4-18. Cross-Batch Edit Check Dialog Box

Chapter 4: Entering Pay Period Information

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4-22 Understanding and Using Payroll Batches

3. Click Yes. If no errors are available, a message indicating no errors were found displays.
If there are errors, they display on the panel.

For a description of the

fields on this panel,
press F1.

Figure 4-19. Batch Errors Panel

4. View the following fields on the Batch Errors panel.

• Error Description - Describes the error type (see page 4-20 for a list of possible
errors).

• Pay Group - Displays the pay group for which PFT is being run and which contains
the errors.

• Batch ID - Displays the batch ID of the batch that contains the pay entry with the
error.

• File Nbr - Displays the file number for the employee who has errors on their pay
entry.

• Pay Nbr - Displays the pay number for the erroneous pay entry.
• Field Reference - Lists the field name showing the error from the PDE (pay data
entry) tables.

• Value - Shows the value of the field showing the error from the PDE tables.
5. Correct any listed errors until no more are listed. All of these errors must be corrected
before you run PFT.

 For more information on using the Batch Errors panel, see “Correcting Batch Errors,”
on page 9-15.

You have finished correcting the batch errors through the Modify Batch Information task.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Defining Pay Information 4-23

Defining Pay Information

The following sections describe how to enter and modify pay period information. The
following topics are included:

• Entering Additional Hours and/or Earnings

• Overriding Deductions
• Entering Tax Overrides
• Entering Memos
• Reviewing Employee Information
 If the pay group is set up to use segmented cost numbers, see page 4-48 for information on
using the Temp Cost Number Detail panel.

Entering Additional Hours and/or Earnings

When you want to pay an employee for additional hours or amounts, use the Modify Pay
Information task.
Defining Pay
Information Additional pay is an amount paid to an employee in addition to the regular pay for the pay
period. Examples of additional pay include vacation, retroactive, bonus, prior period pay,
 Entering
Additional Hours
and commission pay. You can add additional pay to the first (regular) paycheck or issue a
and/or Earnings separate paycheck.
Overriding
Deductions  If you issue a paycheck for additional pay (such as vacation), be sure to cancel Automatic
Pay for the employee during the appropriate pay period or another paycheck will be issued.
Entering Tax
Overrides Scheduled voluntary deductions are always taken out of the first paycheck. However,
Entering Memos percentage deductions such as 401(k) are deducted from each pay check. If you want
Reviewing scheduled voluntary deductions taken out of additional pay, you must enter them in on the
Employee Deductions panel, as shown on page 4-30.
Information

Specifying Workweeks
A workweek is a period of seven consecutive days which remain consistent from
workweek to workweek. Even when an employee’s pay frequency is other than weekly,
FLSA regulations define that the regular rate of pay be calculated for each workweek
within the pay period.

The fields used for the generation of Automatic Pay are:

• Standard Rate (Rate 1 Salaried)

• Standard Hours

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-24 Defining Pay Information

• Fifth Field Earnings

 FLSA overtime must be set up on the Autolink Controls panel. For more information on
setting up FLSA overtime, see the Company Setup and Maintenance Guide.

For FLSA overtime employees with a bi-weekly pay frequency, these fields represent a
two-week period. To calculate FLSA overtime correctly for these employees, AutoPay
divides these fields by two creating weekly hours and earnings amounts. The result is
automatic pay data for workweek 1 and workweek 2.

If you have salaried overtime employees, you can post the overtime hours with the
workweek entry. The overtime hours are matched to the correct workweek earnings and
FLSA overtime is calculated. The default of workweek 1 is used for any entry that does not
have a workweek entry.

Understanding Special Processing Codes

When using FLSA overtime calculations for an employee, the following restrictions apply:

• When a special action of X (Do Not Extend/Zero Rate) is used, hours are not extended to
earnings. No FLSA calculations occur. Therefore, the Workweek and Special
Processing Code fields are grayed and cannot be selected.

• There are two types of employee level bonuses that are not subject to FLSA overtime
calculations:

– Bonuses where the employer pays the social security/medicare taxes (special action
Y).

– Bonuses where the employee pays the social security/medicare taxes (special action
F).

– These types of bonuses are “discretionary” bonuses and are not subject to FLSA
overtime calculations. If you use a special action of F or Y, the Workweek and
Special Processing Code fields are grayed.
Each entry that contains a posted tax frequency is handled as a separate pay period.
Therefore, the use of a workweek entry is not needed and will be unavailable for entries with
posted tax frequencies other than B or C, which represent production bonuses for the home
pay frequency. These are included in the FLSA overtime calculations.

Enter the Hours and Earnings

To enter the exception hours and earnings for a specific pay period, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 3: Modify Pay Period Information

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Defining Pay Information 4-25

2. Double-click the Modify Pay Information task. The Search dialog box displays.

Figure 4-20. Search Dialog Box

3. Enter the employee name in the Name field in standard ADP Enterprise HR format
(Johnson,Timothy Q), and click OK. The Hours/Earnings panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-21. Hours/Earnings Panel

 If you use cost numbers or cost number segments for labor allocation, the Temp Cost
Nbr displays on the panel and the Temporary Dept field does not.

4. Select the pay number for the transaction from the Pay Nbr field.

5. View the Entry Nbr field which displays the entry number for the transaction. Entry
numbers are used when multiple rates, jobs, or departments are required for a single pay
number.

6. Select the Cancel Auto Pay check box to cancel automatic pay for one pay period. This
check box is disabled if the Automatic Pay check box on the Autolink Controls panel is
cleared.This check box is automatically selected when you enter a value in one of the
following fields: Temp Rate, Rate Code, Tax Frequency, Special Actions of F, X, or
Y, or Temp Dept. This check box is also selected when you enter Regular hours (for
hourly employees), or when you enter regular earnings (for Automatic Pay salaried
employees). For more information on the Autolink Controls panel see the Company
Setup and Maintenance Guide.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-26 Defining Pay Information

7. Select a tax frequency from the Tax Frequency field. The tax frequency specifies the
period on which payroll tax calculations are based when the period differs from the
regular pay frequency.

 The tax frequency of C is generally used for Bonus/Stock Options and Other
Supplemental Wages for employees with a state code of California. If the frequency is
used on an employee with a state code other than California, the normal bonus routine is
used.

Depending on your payroll version, there are special considerations if you are paying
both types of earnings, Bonus/Stock Options and Other Supplemental Wages. Consult
your ADP consultant for more information on these considerations.

8 . Select the paycheck tax frequency from the Paycheck Tax Frequency field. The
paycheck tax frequency you select will be used for all pay entries with the same pay
number. Using this field, you can process a designated pay with multiple entries as
belonging to a single posted tax period. This allows you to pay an employee in multiple
departments/cost numbers, with multiple pay rates and/or multiple workweeks in:

 The Paycheck Tax Frequency field is displayed only if the pay group has been set up
for Proportionate Labor Distribution, or PLD, through the Basic Pay Group panel. For
more information, see the Company Setup and Maintenance Guide.

• A pay period other than the current pay period.

• A tax period other that the employee’s standard tax frequency.
• The following applies when using a paycheck tax frequency:
• Automatic pay is canceled.
• You cannot select a value for the Tax Frequency field and for the Paycheck Tax
Frequency field.

• You cannot select multiple, different paycheck tax frequencies for the same pay
number.

• You only to need to select a paycheck tax frequency on one of the pay entries within
a single pay number.

• FLSA workweek information can be used only with a paycheck tax frequency value
of 2, blank, 0, B, or C when the employee’s pay frequency is 2 and the employee
FLSA overtime is in place.

• Paycheck tax frequencies are not allowed for bonus payrolls. This is indicated by
special entries 10,13, 14, or 15 on the Special Effects panel (Payroll ~ Payroll Cycle
~ Step1: Start New Payroll Cycle ~ Pay Cycle Settings).

• Paycheck tax frequencies do not support daily tax frequencies.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Defining Pay Information 4-27

9. Select the Block Deferred Compensation check box if you want to block deferred
compensation deductions which include the following.

• 401(k)
• 408(k)
• 408(p)
• 414(h)
• 457
• 501(c)
10. Enter the shift on which the employee worked during the pay period in the Shift field.
This information is used to trigger shift differential calculations.

 When the value for the Shift field equals 1, the message “Automatic Pay cancelled”
displays on the panel for employees with Automatic Pay.

Select a special action from the Special Action field. A special action is a code that
causes a special effect on the pay for an employee. The following table shows the valid
special action codes.

Table 4-1.Special Action Codes

Code Description
A Analysis Only Entry (Job Cost)
F Bonus Pay Ind (Deduct SS/Med)
K Don’t Calc Entry Lev Spec Calcs
W No GTL Calculation
X Do Not Extend Ind (Zero Rate)
Y Bonus Pay Ind - Empr pays SS/Med
Z No Standard Deduction Ind

11. Select one of the following options from the Block Direct Deposit field if you want to
block direct deposits for this employee:

• Block All Direct Deposits - select this option if all direct deposits (both full and
partial) will be blocked for an employee.

• Block Full Direct Deposit - select this option to block a full direct deposit only.
Other deposits, such as partial direct deposits, will not be blocked with this option
and will still be active.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-28 Defining Pay Information

12. Enter a rate code in the Rate Code field; this rate is used to calculate the pay. An
employee can have up to nine rates assigned. For more information on additional rates,
see the Company Setup and Maintenance Guide.

 If this field is gray, it is controlled by Position Management. To override fields controlled

by Position Management, select the Override Position Data check box, thereby
breaking the link between the employee and the position.

If this check box is later cleared, changes to the Position Data record overwrite job
record changes the next time the Position Data record is updated. For additional Position
Management information, see the Planning, Compensation, and Compliance Guide.

13. Enter an hourly pay rate in the Temp Rate field other than the primary rate of pay, if
applicable.

14. If you want to apply a zero temporary rate, select the Zero Temp Rate check box. When
this check box is selected, ADP Enterprise HR applies a zero temporary rate to the hours
for this specific entry.

Use this feature when you want to update hours worked but not pay the employee for the
hours (for example, the employee was paid in cash or through some other means).

15. Select a job number used to record a pay allocated to a job cost number from the PR Job
# field. The PR Job # field on the Hours/Earnings panel is available with the following
settings:

• Labor Distribution is set as N/A or Department on the Autolink Basic Pay Group
panel (Payroll ~ Company Information ~ Company and Pay Group Options ~ Pay
Group Options).

• If you select Cost Number in the Labor Distribution field, the PR Job # field is not
available on the Hours/Earnings panel.

• The Job Number check box is selected on the Autolink Controls panel (Payroll ~
Company Information ~ Company and Pay Group Options ~ Pay Group Options).
16. Select an allocation number from the ALA # field to indicate where you want the pay
entry to be allocated. Allocation numbers are set up for the employee on the ALA Data
panel (Payroll ~ Employee Information and Processes ~ Automatic Labor Allocation)
and correspond to a specific department, job number, or cost number. The ALA # field
is used only for posted allocations; not calculated allocations. Only automatic allocation
numbers set up for the employee are available for their pay entry.

If the pay group typically uses calculated allocations and you want to cancel the
calculation to default the entry to the home department, job number, or cost number, enter
1 in the field.

 For more information on setting up automatic allocations for an employee, see the
Employee Setup and Maintenance Guide.

17. Select a cost number from the Temporary Cost Nbr field to use to record a pay allocated
to a cost number other than the home cost number.

 If the labor distribution type is department number on the Autolink Basic Pay Group
panel (Payroll ~ Company Information ~ Company and Pay Group Options ~ Pay Group
Options), this field does not display.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Defining Pay Information 4-29

1 8. Select the appropriate workweek number from the Workweek field for the entry number
to which it applies. The valid values are workweek 1 and workweek 2.

 One workweek entry is allowed per entry number within a pay number. You can,
however, repeat a workweek value (such as workweek 1) over several entry numbers
within one pay number. The Workweek field is unavailable if the pay group is not set up
for FLSA overtime calculations (System Admin ~ Autolink Payroll Setup (Required) ~
Pay Groups ~ Pay Group Options ~ Controls), the employee is not designated as a
FLSA overtime employee (People ~ Personnel Actions ~ Change Job/Position
Information ~ Change Job/Position ~ Autolink Details), or the pay frequency is other than
bi-weekly (System Admin ~ Autolink Payroll Setup (Required)~ Pay Groups ~ Pay Group
Options ~ Basic Pay Group).

19. Select the appropriate code from the Special Processing Code field for special FLSA
overtime calculations to apply for the entry. You may select from the following two
codes:

• E (Exclude) - There are instances when you might need to exclude an entry from the
FLSA calculation, for example, retro-pay to an employee. You can use the Exclude
feature which effectively excludes a single entry from the FLSA overtime
calculation.

• C (Compare) - There may be instances where you want to insure that the employee
gets the best rate possible for a specific entry. The FLSA overtime routine includes a
calculation which determines the employee’s regular rate of pay which is then in turn
used in the entries overtime calculation. You can designate that the FLSA calculation
routine compares the regular rate of pay to the employee’s effective rate and uses
whichever rate is the highest for the FLSA overtime calculation routine.
20. Enter or select the pay date for advance pay from the Adv Pay Dt field for Wage
Garnishment Processing Service (WGPS) payments. The date must be greater than
today’s date. This field is active only under the following conditions:

• When the Liens check box in the Autolink Controls panel is selected.
• If you have selected a pay number of two or higher or pay number N. This isn’t valid
for pay number X.
21. In the Other Period Begin/End Dates fields, if earnings from a prior pay period are
being paid in the current period, enter the other begin date and other end date for the
prior period.

22. In the Total Hours Worked area, you can do the following:

• Pay Override - Enter the amount of hours you want to display as Total Hours
Worked. This amount is not used for calculating pay.

• Pay Block - Select this check box to exclude the total hours worked from the pay.
• Entry Override - Enter the amount of hours you want to display as Total Hours
Worked for a specific entry.

• Entry Block -Select this check box to exclude Total Hours Worked for a specific
entry.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-30 Defining Pay Information

23. Add additional earnings types by clicking (Insert Row) from the Earnings Type
field. By default, regular pay and overtime always appear.

24. If you have added an earnings type, enter the Hours worked and the Earnings for the
specified earnings type.

25. Click (Save).

You have just completed entering additional hours or amounts for employees. Next, learn
how to override deductions for an employee.

Overriding Deductions
During pay data entry, use the Deductions panel to override voluntary deductions for the
selected employee. You can override up to nine deductions for each pay data entry.
Defining Pay
Information There are situations where an employee might not have enough net pay to have all of their
Entering Additional
benefit or voluntary deductions withheld from a paycheck. If a deduction has been
Hours and/or designated as a deduction in arrears (DIA) deduction, any amount not taken is accumulated
Earnings and withheld from subsequent paychecks. In addition to overriding voluntary deductions,
 Overriding you can also use the Deductions panel to cancel the (DIA) settings for either all deductions
Deductions or for individual deductions so that deduction amounts not taken are not accumulated for the
pay.
Entering Tax
Overrides
To override deductions for the selected employee, do the following:
Entering Memos

Reviewing 1 . Click the Deduction tab. The Deduction panel displays.

Employee
Information  When modifying pay information for an employee, you must start on the Hours/Earnings
panel. See page 4-23 for more information.

For a description of the

fields on this panel,
press F1.

Figure 4-22. Deductions Panel

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Defining Pay Information 4-31

2. Select the Cancel All DIA check box to stop any accumulated deduction in arrears from
being taken.

Example:
Deduction 'B' is scheduled to be withheld every payroll for $10.00.
The employee has not had enough money to take all of their deductions so $25.00 is
in the DIA accumulator. The deduction has been setup to take an additional $5.00 in
arrears each payroll until it's caught up.
• For the previous payroll, the employee had $15.00 deducted, $5.00 of which was
subtracted from the DIA accumulator for Ded B reducing it to $20.00
• For the current payroll, it has been decided that the employee should not have any
arrears withheld for this one payroll, so the Cancel All DIA checkbox is selected.
Deduction B is withheld for $10.00 and the DIA accumulator remains at $20.00.
• The next payroll, the Cancel All DIA checkbox is selected again. This time the
employee does not have enough money to take the full deduction. $8.00 is
withheld for Deduction B and the DIA accumulator has $2.00 added for Ded B and
now contains $22.00.

3. Enter the Forecasted Deduction Weeks, which is used to automatically apply

deductions scheduled for subsequent weeks to the employee's current paycheck. This
feature must be set up for your company by your ADP consultant.

4. To override deductions individually, do the following:

• Select the Deduction Code to be overridden. This field remains blank if two ADP
Enterprise HR deductions imported from an external source (such as EPIP) are
mapped to the same AutoPay deduction. In this case, ADP Enterprise HR will not be
able to determine which ADP Enterprise HR deduction the AutoPay deduction
relates to.

• Select the Cancel DIA check box to stop accumulated deduction in arrears from
being taken for a specific deduction.
5. Enter an action in the Action field to indicate the deduction type, if applicable. If the
deduction code is set to “Not used,” this field is disabled.

 If you selected the Cancel DIA check box, you do not have to select an action.

The options to enter a onetime or override deduction in pay data entry are allowed only
for dollar amount deduction codes, you cannot use percent deductions for a onetime
override.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-32 Defining Pay Information

There are two possible actions:

• Override – indicates that a specified amount will be deducted from the paycheck
regardless of the amount scheduled for deduction.

• Onetime – indicates that a specified amount will be added to the scheduled amount
to be deducted.
6. Enter a dollar amount in the Amount field, if applicable. This is the dollar amount to be
deducted for the overridden or onetime deduction.

The following figure shows an example of a completed Deductions panel.

For a description of the

fields on this panel,
press F1.

Figure 4-23. Deductions Panel

7. Click (Save) for the entry and continue with your pay data entry.

You have finished entering deduction overrides for the selected employee’s additional pay.
Next, click the Taxes tab to determine tax overrides and reciprocity codes. For more
information, see “Entering Tax Overrides” on page 4-33.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Defining Pay Information 4-33

Entering Tax Overrides

To override tax amounts and reciprocity codes, do the following:

Defining Pay 1 . Click the Taxes tab. The Taxes panel displays.
Information
Entering Additional
 When modifying pay information for an employee, you must start on the Hours/Earnings
Hours and/or panel. See page 4-23 for more information.
Earnings

Overriding
Deductions

 Entering Tax
Overrides

Entering Memos

Reviewing
Employee
Information

Figure 4-24. Taxes Panel

 For a description of the fields on this panel, press F1.

2. Select one of the following Action options for Federal, Soc Security, and Medicare tax
fields.

• None - indicates there are no actions to perform

• Add To - select to add tax amounts for federal, social security, and Medicare tax
• Replace - select to replace tax amounts for federal, social security, and Medicare tax
• Temp Code - select to add a temp code
 Temp Code is an option if you are using Multi-J.

3. Enter a tax dollar amount in the Amount field.

4. Select a state from the Work in State field to indicate the worked-in state that is entered
on the employee State and Local Tax Codes panel (you can access this panel by choosing
Payroll ~ Employee Information and Processes ~ Change Tax Information ~ Tax
Information).

The description for the state code derives from the State panel (you can access this panel
by choosing Payroll ~ Company Information ~ Tax Codes).

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-34 Defining Pay Information

This field is grayed under the following conditions:

• If the employee lives in a state that has no income tax

• If Multi-J is not activated on the Autolink Controls panel for the pay group
5. Select a Live in State to indicate the live-in state that is entered on the employee State
and Local Tax Codes panel (you can access this panel by choosing Payroll ~ Employee
Information and Processes ~ Change Tax Information ~ Tax Information).

The description for the state code derives from the State panel (you can access the State
panel by choosing Payroll ~ Company Information ~ Tax Codes).

This field is grayed under the following conditions:

• If the employee has no lived-in state tax data entered on the employee State and
Local Tax Codes panel

• If the lived-in state is not a withholding state

• If Multi-J and Reciprocity are not activated on the Autolink Controls panel for the
pay group
6. Select a work-in location from the Work in Loc field indicating the local tax code that
is entered on the employee State and Local Tax Codes panel (you can access this panel
by choosing Payroll ~ Employee Information and Processes ~ Change Tax Information
~ Tax Information).Any value defaulted into the field can be changed or deleted.

The description for the local tax code derives from the Local panel (you can access the
Local panel by choosing Payroll ~ Company Information ~ Tax Codes).

This field is grayed under the following conditions:

• If the employee has no local tax set up on the employee State and Local Tax Codes
panel.

• If Multi-J is not activated on the Autolink Controls panel for the pay group.
7. Select the lived-in local tax code from the Live in Loc field that is entered on the
employee State and Local Tax Codes panel (you can access this panel by choosing
Payroll ~ Employee Information and Processes ~ Change Tax Information ~ Tax
Information).

The description for the local tax code derives from the Local panel (you can access the
Local panel by choosing Payroll ~ Company Information ~ Tax Codes).

This field is grayed under the following conditions:

• If the employee has no local tax set up on the employee State and Local Tax Codes
panel

• If Tax Multi J is not activated on the Autolink Controls panel for the pay group

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Defining Pay Information 4-35

8 . Select one of the following Action options for the SUI/SDI tax fields.

• None - indicates there are no actions to perform

• Add To - select to add tax amounts for the SUI/SDI tax
• Replace - select to replace tax amounts for the SUI/SDI tax
• Temp Code - select to add a temp code
 Temp Code is an option if you are using Multi-J.

The SUI/SDI field is grayed if the employee is assigned to a SUI/SDI tax code that does
not have employee withholding (you can access this panel by choosing Payroll ~
Employee Information and Processes ~ Change Tax Information ~ Tax Information).

9. Enter an SUI/SDI tax dollar amount in the Amount field.

10. To override the Local Services 1 or Local Services 2 tax, do the following:

a . Enter a Pennsylvania local services tax code for withholding Pennsylvania local
services tax. Values from the employee’s tax record default here. If no values are
present, the fields will be grayed.

 The Local Services 1 and Local Services 2 fields, and the corresponding Action
and Amount fields, are available only if either the Work in State or Live in State
field is 59 (PA).

b. Select an Action:

• Add to - Indicates that a specified amount will be added to the amount

calculated during payroll processing.

• Replace - Indicates that a specified amount will override the tax amount
calculated during payroll processing.
c . Enter the dollar Amount to add to or replace the tax amount calculated during
payroll processing.

11. Select a school district tax override from the School District field under the following
conditions:

• The Tax Multi J check box on the Autolink Controls panel is turned on
• You s elected Ohio for either Work in State or Live in State tax codes
 Ohio is the only state that uses the School District field at this time.

12. Select Temp Code from the Action field to indicate that AutoPay will calculate taxes on
the temporary code entered in the School District field.

13. Select a code from the State Reciprocity field that identifies a method of taxation which
incorporates worked-in and lived-in state tax logic. Valid values are 1–4.

14. Click (Save) for the entry and continue with your pay data entry.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-36 Defining Pay Information

You have finished entering the appropriate tax overrides and reciprocity codes. Next, you
can designate any necessary memo codes for the selected employee’s additional pay. For
more information, see “Entering Memos” on page 4-36.

Entering Memos
Memo codes allow you to enter numeric data separate from an employee’s hours and
earnings entries. Typical entries are days absent, days late, days worked, mileage, shifts
Defining Pay worked, 401(k) match, or a deduction in arrears custom adjustment.
Information
Entering Additional  For information on establishing memo codes, see the Company Setup and Maintenance
Hours and/or Guide.
Earnings
To enter memo codes, do the following:
Overriding
Deductions
1 . Click the Memos tab. The Memos panel displays.
Entering Tax
Overrides
 When modifying pay information for an employee, you must start on the Hours/Earnings
 Entering Memos panel. See page 4-23 for more information.
Reviewing
Employee
Information

For a description of the

fields on this panel,
press F1.

Figure 4-25. Memos Panel

2. Enter a memo code in the Memo Code field.

3. Enter an amount in the Amount field.

4. If you want to add an additional memo code, select an existing memo code and click
(Insert Row).

5. When you are finished modifying pay information for this employee, click (Save).

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Defining Pay Information 4-37

You have finished entering memo codes for an employee for a specific pay period. Next, you
can review the employee’s standard and additional rates. For more information, see For
more information, see “Reviewing Employee Information” on page 4-37.

Reviewing Employee Information

The EE Information panel allows you to review the employees rates and standard hours.

Defining Pay  For information on establishing rates and standard hours, see the Employee Setup and
Information Maintenance Guide.
Entering Additional
Hours and/or
To view the employee information, do the following:
Earnings
1 . Click the EE Information tab.
Overriding
Deductions
 When modifying pay information for an employee, you must start on the Hours/Earnings
Entering Tax panel. See page 4-23 for more information.
Overrides
Entering Memos

 Reviewing
Employee
Information

For a description of the

fields on this panel,
press F1.

Figure 4-26. EE Information Panel

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-38 Defining Pay Information

2 . Review the following employee’s rate information:

• Batch ID - Identifies the payroll batch in which the selected employee is a member.
• Rate 1 thru 3 - Indicates the rates used to calculate the pay.
• Standard Hours - Indicates the standard hours, if any, for the selected employee.
• Additional Rates - This area list the additional rates, 4 through 9, assigned to the
employee:

– Rate Code - Displays the assigned rate code.

– Description - Displays the description of the assigned rate code.
– Hourly Rate - Displays the hourly rate assigned to the displayed rate code.

You have finished reviewing the employee’s information which is the last step in and
modifying pay information.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Running the Pay Data Summary Report (ALPAY001) 4-39

Running the Pay Data Summary Report

(ALPAY001)

Use the Paydata Summary report to print summary information on pay data transactions for
the pay group you select, with hours and earnings subtotals for each batch. The following
information is listed for each employee: file number, name, status, batch ID, pay number,
rate type, hours, and earnings. Hours and earnings are each sub totaled for regular, overtime,
and other categories.

To view and print a report that displays pay data input for a pay group, do the following:

1 . Select Payroll and make the following selections:

Payroll Cycle ~ Step 5: Run Reports and Verify Payroll Input

2. Double-click the Pay Data Summary Report (ALPAY001) task. The Pay Data
Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-27. Pay Data Summary Panel

3. In the Batch ID field, enter the batch ID for which you want a pay data input report.

Leave this field blank if you want to include information on all batches.

4. To include this batch(es) in the current pay cycle, select the Include Batches for
Current Pay Cycle Only check box.

5. Select the Include batches owned by current operator only check box to only include
those batches owned by the current user.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-40 Running the Pay Data Summary Report (ALPAY001)

6. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated. For example, you
may have multiple users running the same report for the same pay group but with
different batch(es) or data selected. In this instance, you could enter a report label that
included the profile ID (operator ID) which would provide a unique identifier.

• Only one report label is allowed regardless of the number of pay groups you are
reporting on.

• The report label you enter is appended to the filename of the generated report.
7. If you select the Group by Batch ID check box, the primary sort will be batch ID with
any additional sorting done through the sorting options you select. Selecting the Group
by Batch ID check box produces sub-totals by batch ID. You do not need to select a batch
ID for an additional sort option if the check box is selected.

If you do not select the Group by Batch ID check box, the sorting priority will be based
on what you have designated in Select Sort Options but there will be no sub totals.

8. From Select Pay Group/Processing Group area, designate the pay group(s) or groups
you want to report on. From the Name field, select a pay group or group. The Type and
Description displays.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you click in the Name field. Select an
additional pay group or groups.

A separate report file is generated for each pay group or group you include.

9. From the Select Sort Options area, designate the sorting criteria and priority you want
for your information. Click in the Sort Field column to select a sorting option. To enter
additional sorts, click in the Sort Field column, and then click (Insert Row) The
Insert icon is available only if you click in the Sort Field column. Select an additional
sorting option. The Field Name of the sorting option displays. For ALPAY001, there are
three sorting options: Batch ID, Employee Name, and File Number.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Running the Pay Data Summary Report (ALPAY001) 4-41

The following figure shows an example of a completed Pay Data Summary panel.

For a description of the

fields on this panel,
press F1.

Figure 4-28. Pay Data Summary Panel

10. Click (Save) if you want to re-use your reporting criteria at a later time.

11. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide. For details on sources, sort order, and an illustration of the
report, see the Standard Reports Guide.

You’ve just finished running the ALPAY001 report to display pay data input that you’ve
entered for a paygroup.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-42 Running the Pay Data Detail Report (ALPAY002)

Running the Pay Data Detail Report (ALPAY002)

Use this report to print detailed information on pay data transactions for the pay group
selected, with subtotals for each batch. Each pay entry is reported separately, with detailed
information on the employee and the transaction. Hours and earnings are fully reported, with
each category identified separately. Taxes, voluntary deductions, and memos are identified
and reported separately by category. If you have cancelled an automatic pay for an employee
through the Hours/Earnings panel (Payroll ~ Payroll Cycle ~ Step 3: Modify Pay Period
Information ~ Modify Pay Information), this is noted on the report in the Cancel AP field.

Each pay group you select is reported on separately with the appropriate totals and sorted
with the options you have selected. For more information, see “Generating the Pay Data
Detail Report (ALPAY002)” on page 19-7

You’ve just finished running the ALPAY002 report to display pay data input that you’ve
entered for a pay group.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Job, Department, or Cost Number Data 4-43

Entering Job, Department, or Cost Number Data

Through the Modify Pay Information task, you can distribute an employee’s hours and
earnings among one or more job, department numbers, or cost numbers for the purpose of
reporting labor distribution by job.

The following sections explain how to enter an employee’s job number information:

• Entering Job Number Data in One or More Job Cost Functions

• Entering Department and Job Number Data for One or More Departments
• Entering Cost Number Data
• Entering Segmented Cost Number Data
• Entering Data for a Temporary Department/Rate

Entering Job Number Data in One or More Job

Cost Functions
In order to use job numbers, you must first complete the following tasks:

Entering Job, • Select the Job Number check box on the Autolink Controls panel to use job numbers with
Department, or the pay group. You can access this panel by selecting the following:
Cost Number Data
 Entering Job Payroll ~ Company Information ~ Company and Pay Group Options ~ Pay Group Options
Number Data in
One or More Job
Cost Functions
• You have established job numbers during implementation. To verify, access the following
Entering
task:
Department and
Job Number Data
for One or More
Departments Payroll ~ Company Information ~ Job Numbers
Entering Cost
Number Data
• If you prefer to allow the input of any job numbers during pay data entry and do not
Entering require payroll job number validation, you may set this preference in the following
Segmented Cost
Number Data
location:
Entering Data for a
Temporary Payroll ~ Company Information ~ Company and Pay Group Options ~ Pay Group Options
Department/Rate ~ Autolink Preferences

If this option is selected, you will not need to enter your payroll job numbers as indicated
above.
When your organization uses job costing to track employees’ hours by job number, use the
PR Job # field on the Hours/Earnings panel to enter job numbers. You can also assign a
temporary hourly rate by job number.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-44 Entering Job, Department, or Cost Number Data

To enter pay data for an employee whose hours are tracked by job number, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 3: Modify Pay Period Information

2. Double-click the Modify Pay Information task. The Search dialog box displays.

Figure 4-29. Search Dialog Box

3. Enter the employee name in the Name field in standard ADP Enterprise HR format
(Johnson,Timothy Q), and click OK. The Hours/Earnings panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-30. Hours/Earnings Panel

4. To assign a job number to the employee, select a job number from the PR Job # field.

5. Enter the Hours and Earnings associated with the Earnings Type.

For more information about entering Hours and Earnings, see “Defining Pay
Information,” on page 4-23.

6. Click (Save).

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Job, Department, or Cost Number Data 4-45

You’ve assigned a job number to an employee who works in one or more job functions.
Refer to the following section for information on entering information for an employee who
works in one or more departments.

Entering Department and Job Number Data for One

or More Departments
Use the Hours/Earnings panel to enter pay data for an employee who works in multiple
departments during the current pay period. To enter pay data for an employee whose hours
Entering Job, are tracked by job number, do the following:
Department, or
Cost Number Data 1 . Click Payroll and make the following selections:
Entering Job
Number Data in
One or More Job Payroll Cycle ~ Step 3: Modify Pay Period Information
Cost Functions

 Entering
Department and 2. Double-click the Modify Pay Information task. The Search dialog box displays.
Job Number Data
for One or More
Departments

Entering Cost
Number Data

Entering
Segmented Cost
Number Data

Entering Data for a

Temporary
Department/Rate
Figure 4-31. Search Dialog Box

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-46 Entering Job, Department, or Cost Number Data

3. Enter the employee name in the Name field in standard ADP Enterprise HR format
(Johnson,Timothy Q), and click OK. The Hours/Earnings panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-32. Hours/Earnings Panel

4. To assign job number data for an employee who works in multiple departments, select a
job number from the PR Job # field.

5. In the Temporary Dept field, select a department number.

6. Enter the Hours and Earnings associated with the department number.

For more information about entering hours and earnings, see “Defining Pay
Information,” on page 4-23.

7. Click (Save).

You’ve assigned a job number and temporary department number to an employee who
works in one or more departments. Refer to the following section for information on
entering information for an employee whose pay data is distributed to temporary cost
numbers.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Job, Department, or Cost Number Data 4-47

Entering Cost Number Data

Use the Hours/Earnings panel to enter an employee’s pay data that’s distributed to a cost
number for the current pay period. To enter pay data for an employee whose hours are
Entering Job, tracked by cost number, do the following:
Department, or
Cost Number Data 1 . Click Payroll and make the following selections:
Entering Job
Number Data in
One or More Job Payroll Cycle ~ Step 3: Modify Pay Period Information
Cost Functions

Entering
Department and 2. Double-click the Modify Pay Information task. The Search dialog box displays.
Job Number Data
for One or More
Departments

 Entering Cost
Number Data

Entering
Segmented Cost
Number Data

Entering Data for a

Temporary
Department/Rate
Figure 4-33. Search Dialog Box

3. Enter the employee name in the Name field in standard ADP Enterprise HR format
(Johnson,Timothy Q), and click OK. The Hours/Earnings panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-34. Hours/Earnings Panel

4. In the Temp Cost Nbr field, select a cost number.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-48 Entering Job, Department, or Cost Number Data

5 . Enter the hours and earnings associated with the cost number.

For more information about entering hours and earnings, see “Defining Pay
Information,” on page 4-23.

6. Click (Save).

You have entered cost numbers for an employee’s distributed pay data. Next, you can enter
data for cost number segments.

Entering Segmented Cost Number Data

A default cost number is a single field which can hold up to 50 characters which you enter in
the Temp Cost Nbr field on the Hours/Earnings panel.
Entering Job,
Department, or You can also create segmented cost number fields that are specific to a pay group. Each
Cost Number Data segment in the cost number is comprised of the values from an existing field. You set the
Entering Job
segmented cost number by designating the fields from which you want to pull the values.
Number Data in When you are posting hours and earnings for an employee, you do not enter a temporary
One or More Job cost number in the Temp Cost Nbr field. Instead you select the value you want to use for
Cost Functions each segment from the Temp Cost Number Detail panel.
Entering
Department and  For complete information on setting up segmented cost numbers, see the Company Setup
Job Number Data
and Maintenance Guide.
for One or More
Departments
To designate the values for the cost numbers segments, do the following:
Entering Cost
Number Data 1 . Click the Temp Cost Number Detail tab. The Temp Cost Number Detail panel displays.
 Entering
Segmented Cost  When modifying pay information for an employee, you must start on the Hours/Earnings
Number Data panel. See page 4-23 for more information.
Entering Data for a
Temporary
Department/Rate

For a description of the

fields on this panel,
press F1.

Figure 4-35. Temp Cost Number Detail Panel

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Job, Department, or Cost Number Data 4-49

The segments that can be used for the cost number are listed. The Segment field displays
the number of a segment. The Name field displays the field name of the field from which
the values are pulled. These fields cannot be modified on this panel. For information on
setting up the segments for the cost number, see the Company Setup and Maintenance
Guide.

2. From the Value field, select the value you want to use for each segment. When you select
a value, the description for that value is displayed in the Description field. The
description cannot be modified on this panel.

3. Once you have selected all the segments for the cost number, click (Save).

The segments you have selected are pulled into the Temp Cost Nbr field on the
Hours/Earnings panel.

 The Temp Cost Nbr field on the Hours/Earnings panel is grayed and unavailable. To
view an entire cost number that extends beyond the viewable area, click and hold the left
mouse button on the Temp Cost Nbr field and move the mouse pointer from right to left.
You can also view the entire cost number on the Temp Cost Number Detail panel.

You have completed entering segmented cost number data. Next, you can enter data for a
temporary department or pay rate other than the regular rate.

Entering Data for a Temporary Department/Rate

If an employee works in a department other than the home department and/or at a pay rate
other than a regular rate (Rate 1, 2, or 3), you can enter a temporary department and or a
Entering Job, temporary hourly rate during a pay data entry session.
Department, or
Cost Number Data To pay an employee who works in a temporary department and/or at a temporary hourly
Entering Job
rate, do the following:
Number Data in
One or More Job 1 . Click Payroll and make the following selections:
Cost Functions
Entering
Department and Payroll Cycle ~ Step 3: Modify Pay Period Information
Job Number Data
for One or More
Departments
2. Double-click the Modify Pay Information task. The Search dialog box displays.
Entering Cost
Number Data

Entering
Segmented Cost
Number Data

 Entering Data for

a Temporary
Department/Rate

Figure 4-36. Search Dialog Box

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-50 Entering Job, Department, or Cost Number Data

3. Enter the employee name in the Name field in standard ADP Enterprise HR format
(Johnson,Timothy Q), and click OK. The Hours/Earnings panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-37. Hours/Earnings Panel

4. Complete the following fields in any combination:

• In the Rate Code field, select the rate code. When selected, the appropriate rate is
applied when processing the payroll.

• In the Temporary Dept field, select the temporary department.

• In the PR Job # field, select the job number.
• In the Temp Rate field, enter a temporary pay rate. When using a temporary rate, it
is used instead of the permanent hourly rate for hours on that entry.

 If you use a temporary rate and a rate code on the same entry, the temporary rate is
ignored.

5. In the Other Period Begin/End Dates fields, if earnings from a prior pay period are
being paid in the current period, enter the begin and end dates of the prior period.

6. In the Total Hours Worked area, you can do the following:

• Pay Override - Enter the amount of hours you want to display as Total Hours
Worked. This amount is not used for calculating pay.

• Pay Block - Select this check box to exclude the total hours worked from the pay.
• Entry Override - Enter the amount of hours you want to display as Total Hours
Worked for a specific entry.

• Entry Block -Select this check box to exclude Total Hours Worked for a specific
entry.
7. Enter the Hours and Earnings.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Job, Department, or Cost Number Data 4-51

For more information about entering hours and earnings, see “Defining Pay
Information,” on page 4-23.

8. Click (Save).

You’ve assigned a department number to an employee who works in a temporary

department and/or at a temporary rate.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-52 Entering Third Party Sick Pay

Entering Third Party Sick Pay

When a third party—usually an insurance company—issues sick payments to an employee,

you must report the third party sick pay to ADP so that current quarter- and year-to-date
totals for the employee are updated accordingly.Third party sick pay that must be reported
through ADP includes taxable and nontaxable amounts of sick pay, taxes withheld from sick
pay, and net pay.

 Not all sick pay needs to be reported to ADP. If the third party is withholding and reporting the
taxes, along with issuing a W2 for sick pay, then ADP does not need the information. If the
third party is not handling everything, then sick pay needs to be reported to ADP. Contact
your ADP consultant if you need further assistance with what to report for third party sick pay.

If you have elected to use segmented cost numbers, you enter that information through the
Temp Cost Number Detail panel.
It is highly recommended that the number of pay in a single batch be kept below 2,000.
Exceeding this value may cause some functions or processes to run more slowly than is
desirable.”

Recording Third Party Sick Pay

Record a third party sick payment, taxable, non-taxable, and taxes taken as follows:

Entering Third 1 . Click Payroll and make the following selections:

Party Sick Pay
 Recording Third Payroll Cycle ~ Step 2 Enter Pay Period Information
Party Sick Pay

Entering Cost
Number Detail for
2. Double-click the Enter Third Party Sick Payments task. The Search dialog box
Third Party Sick
Pay displays.

Figure 4-38. Search Dialog Box

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Third Party Sick Pay 4-53

3. Enter the pay group in the Pay Group field and click OK. The Batch Maintenance panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 4-39. Batch Maintenance Panel

4. Select the batch that holds the employee record you want to work with by selecting the
Select Batch check box.

5. Click Select EE. The Select Employee panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-40. Select Employee Panel

6. Select the employee you want to work with by clicking the appropriate Select File Nbr
check box.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-54 Entering Third Party Sick Pay

7. Click 3rd Party Sick. The Third Party Sick panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-41. Third Party Sick Panel

 If you use cost numbers for labor allocation, the Temp Cost Nbr displays on the panel
and the Temporary Dept field does not.

8. Depending on the type of labor distribution designated for the pay group, do one of the
following:

• In the Temp Dept field, select a temporary department number. This is used to
record a third party sick payment allocated to a department other than the home
department, if applicable.

• In the Temp Cost Nbr field, select a temporary cost number. This is used to record a
third party sick payment allocated to a cost number other than the home cost number,
if applicable.

• If you are using segmented cost numbers, the Temp Cost Nbr field is grayed and
unavailable. Use the Temporary Cost Number Detail panel (for more information on
this panel see “Assigning Values for Cost Number Segments” on page 4-57) to select
the values for the temporary cost number. Once the values are selected, they display
in the Temp Cost Nbr field on the Third Party Sick panel.
9. In the Taxable and Non-Taxable fields, enter the portions of the third party sick pay for
which taxes were (and were not) withheld by the third party issuer of the check. The
following fields display the total sick pay, total tax and the net pay.

• The Total Sick Pay field displays the total of taxable and non-taxable third party sick
pay.

• The Total Tax field displays the total reported tax adjustments related to third party
sick payments.

• The Net Pay field displays the result of subtracting total taxes from total sick pay.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Third Party Sick Pay 4-55

10. In the Taxes area, enter the amounts of reported taxes that were withheld.

• Federal - Enter the amount of reported federal tax withheld.

• Social Security - Enter the amount of reported Social Security tax withheld.
• Medicare - Enter the amount of reported Medicare tax withheld.
• State - Enter the state tax code associated with the state tax reported.
 The State list box is grayed if the Multi Jurisdiction check box is not selected on the
Autolink Controls panel.

• State 2 - Enter the state 2 tax code associated with the state tax reported.
 The State 2 list box is grayed if the Multi Jurisdiction check box is not selected on
the Autolink Controls panel.

• Local - Enter the local tax code associated with the local tax reported.
 This list box is grayed if the Multi Jurisdiction check box is not selected on the
Autolink Controls panel.

• Local 2 - Enter the local 2 tax code associated with the local tax reported.
 This list box is grayed if the Multi Jurisdiction check box is not selected on the
Autolink Controls panel.

• SUI/SDI - Enter the SUI/SDI code, then enter the amount of SUI/DUI tax withheld.
 AutoPay does not allow state or local withholding amounts on third party sick payments.

11. Enter an adjustment date in the Adjustment Dt field. The date you enter in this box must
be less than the current date.This field is enabled only when the Multi Jurisdiction check
box is activated on the Autolink Controls panel. This field tells AutoPay the tax record
you are adjusting. You can obtain this information from your Multi-Jurisdiction report.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-56 Entering Third Party Sick Pay

The following figure shows an example of a completed Third Party Sick panel.

For a description of the

fields on this panel,
press F1.

Figure 4-42. Third Party Sick Panel

12. Click (Save).

You have completed entering third-party sick departments or cost numbers and taxes. Next,
enter temporary cost number detail for third party sick pay.

Entering Cost Number Detail for Third Party Sick

Pay
The default cost number is a single field which can hold up to 50 characters which you enter
in the Temp Cost Nbr field on the Third Party Sick panel.
Entering Third
Party Sick Pay You can also create segmented cost number fields that are specific to a pay group. Each
Recording Third
segment in the cost number is comprised of the values from an existing field. You set the
Party Sick Pay segmented cost number by designating the fields from which you want to pull the values.
When you are posting third party sick pay information for an employee, you do not enter a
 Entering Cost
temporary cost number in the Temp Cost Nbr field on the Third Party Sick Pay panel.
Number Detail for
Third Party Sick Instead you select the value you want to use for each segment from the Temp Cost Number
Pay Detail panel.

 For complete information on setting up segmented cost numbers, see the Company Setup
and Maintenance Guide.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Third Party Sick Pay 4-57

Assigning Values for Cost Number Segments

To designate the values for the cost numbers segments, do the following:

1 . Click the Temp Cost Number Detail tab. The Temp Cost Number Detail panel displays.

 When modifying pay information for an employee, you must start on the Third Party Sick
panel. See page 4-52 for more information.

For a description of the

fields on this panel,
press F1.

Figure 4-43. Temp Cost Number Detail Panel

The segments that can be used for the cost number are listed. The Segment field displays
the number of a segment. The Name field displays the field name of the field from which
the values are pulled. These fields cannot be modified on this panel. For information on
setting up the segments for the cost number, see the Company Setup and Maintenance
Guide.

2. From the Value field, select the value you want to use for each segment. When you select
a value, the description for that value is displayed in the Description field. The
description cannot be modified on this panel.

3. Once you have selected all the segments for the cost number, click (Save).

The segments you have selected are pulled into the Temp Cost Nbr field on the Third
Party Sick panel.

You have completed entering third party sick pay.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-58 Entering Paid Time Off Balances

Entering Paid Time Off Balances

You can adjust the number of hours allowed for a specific benefit, such as vacation or
personal time, and adjust the hours taken by the employee (referred to on AutoPay as
controlled hours) for this benefit as of the last payroll cycle. Use this task for setting up or
adjusting beginning allowed or taken balances. When entering paid time off hours and
earnings as the employee uses it is processed through Pay Data Entry or Rapid Pay Data
Entry.

If you have used an employee transfer agent to move paid time off balance information into
an employee’s record, this field will be populated with that information. You can use this
panel to adjust or add to any information that is currently displayed. You can also use the
panel to manually add any paid time off balances to an employee’s information. For
information on setting up and using employee transfer agents, refer to the Company Setup
and Maintenance Guide and the Employee Setup and Maintenance Guide.

Enter paid time off balances as follows:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 2: Enter Pay Period Information

2. Click next to the Paid Time Off Balances: Vac, Sick, Other task. The Add dialog
box displays.

 To modify existing controlled hours, double-click the Paid Time Off Balances:Vac, Sick,
Other task, enter the search criteria in the Search dialog box and click OK.

Figure 4-44. Add Dialog Box

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Paid Time Off Balances 4-59

3. Complete the Pay Group and Autolink File Number fields and click OK. The
Controlled Hours panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-45. Controlled Hours Panel

 You create the different types of controlled hours in the Optional Payroll Information
process. (Payroll ~ Company Information ~ Optional Payroll Information) For more
information, see the Company Setup and Maintenance Guide.

4. Select the numeric code from the Controlled Hours # field for the controlled hours
number you want to adjust.

5. Select the Action you want to perform on the controlled hours. Actions include:

• Adjust Allowed - The number of allowed hours for the selected Controlled Hours
field is adjusted by the positive or negative amount entered.

• Adjust Benefit Annum - The number of benefit annum hours for the selected
controlled hours is adjusted by the positive or negative amount entered. (This field
works only in conjunction with AutoPay benefit accruals. Contact your Solution
Center Consultant for further information.)

• Adjust Benefit Cycle - The number of benefit cycle hours for the selected controlled
hours is adjusted by the positive or negative amount entered. (This field works only
in conjunction with AutoPay benefit accruals. Contact your Solution Center
Consultant for further information.)

• Adjust Benefit Reset Year - Establish or change the benefit reset year for the
selected controlled hours. (This field works only in conjunction with AutoPay
benefits accruals. Contact your Solution Center Consultant for further information.)

• Adjust Taken - The number of allowed hours for the selected controlled hours is
adjusted by the positive or negative amount entered. Contact your Solution Center
Consultant for further information.)

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-60 Entering Paid Time Off Balances

• Replace Allowed/Clear Taken - The number of allowed hours for the selected
controlled hours is replaced by the positive or negative amount entered. The taken
hours are set to zero.

• Replace Allowed/Retain Taken - The number of allowed hours for the selected
controlled hours is replaced by the amount entered. The taken hours are retained.

 If you want to add an action, click (Insert Row) with the inside scroll bar selected.

6. Enter an amount for the action by which to adjust the controlled hours. An amount is
valid for all actions except Adjust Benefit Reset Year. The minimum amount is
-99,999,999.99 with a maximum of 999,999,999.99.

7. If applicable, enter the Reset Year to adjust the benefit accrual reset year. You may use
four numbers or five numbers with an initial alpha character. For example, valid entries
would be 2001 or V2001. V200 or 2001V would be invalid.

 This field is available only when you select Adjust Benefit Reset Year as the action.

8. If you want to adjust different controlled hours, click (Insert Row) with the outer
scroll bar selected. Then complete the fields on the panel as needed.

The following figure shows an example of a completed Controlled Hours panel.

For a description of the

fields on this panel,
press F1.

Figure 4-46. Controlled Hours Panel

9. Click (Save).

You’ve finished entering adjustments for controlled hours.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Prior Balance Adjustments 4-61

Entering Prior Balance Adjustments

You can view prior tax balances for an employee and manually make any adjustments that
are necessary.

If you have used an employee transfer agent to move prior balance information into an
employee’s record, the Prior Balances panel is populated with that information. You can use
this panel to adjust or add to any information that is currently displayed. You can also use
the panel to manually add any prior balances to an employee’s information. For information
on using employee transfer agents, see the Company Setup and Maintenance Guide and the
Employee Setup and Maintenance Guide.

 If an employee has multiple pay group to pay group transfers (three or more in a calendar
year) involving state jurisdiction changes with each move, there is a possibility that a manual
adjustment may be necessary to properly credit SUI and/or SDI/VPDI taxable wages. For
further information, contact your AutoPay consultant.

To view and/or enter prior balance information as follows:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 2: Enter Pay Period Information

2. Click next to the Prior Balances task. The Add dialog box displays.

 To modify existing controlled hours, double-click the Prior Balances task, enter the
search criteria in the Search dialog box and click OK.

Figure 4-47. Add Dialog Box

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-62 Entering Prior Balance Adjustments

3. Select a File Number and click Add. The Prior Balances panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-48. Prior Balances Panel

4. Review the following prior balances information:

• Prior Taxable Wages - In this area, the prior Year-to-Date taxable wages for Social
Security/Medicare, Medicare, FUTA, SUI, SDI/VPDI, and Massachusetts Health
Insurance (Assessment) displays.

• Prior Pay Group and File Number - This area displays the prior Pay Group and
File Number if the employee has transferred.

• Prior SUI/SDI Tax Code - This area displays the prior Year-to-Date SUI/SDI Tax
Code in the State field.

• Prior Taxes and Credits - This area displays the prior Year-to-Date taxes and
credits for Social Security, Medicare, Local 1 and Local 2, and Earned Income Credit
(EIC).

 Special consideration should be given to a prior local 1 tax amount if you have moved
an employee to a new pay group using an employee transfer agent. Contact your
ADP consultant for further information.

• Prior Deferred Compensation - This area displays the prior Year-to-Date deferred
compensation Type and Amount.

• Prior Pennsylvania Local Services Tax - This area displays the prior LST 1 and
LST 2 tax codes for the Pennsylvania local services tax.
5. If necessary, enter an Adjustment amount for any Prior Taxable Wages.

6. If necessary, select an Adjustment SUI/SDI code in the Prior SUI/SDI Tax Code area.

 When you enter a SUI adjustment amount or a SDI adjustment amount, a prior SUI/SDI
tax code must exist or you must enter a SUI/SDI tax code adjustment. If you are entering
a SUI/SDI tax code adjustment, a prior SUI amount or a prior SDI amount must exist or
be entered.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Prior Balance Adjustments 4-63

7. If necessary, select an adjustment Pay Group and/or File Number from the Prior Pay
Group and File Number area.

8. If necessary, enter an Adjustment amount for any Prior Taxes and Credits.

9. If necessary, select an Adjustment type and enter an adjustment Amount in the Prior
Deferred Compensation area.

10. If necessary, select or enter an adjustment LST 1 or 2 tax code and enter an Adjustment
amount in the Prior Pennsylvania Local Services Tax area.

 When you enter a LST adjustment amount, you must select a valid PA LST tax code for
the pay group.

11. The following figure shows an example of a completed Prior Balances panel.

For a description of the

fields on this panel,
press F1.

Figure 4-49. Prior Balances Panel

12. Click (Save).

You’ve finished viewing and/or entering adjustments for prior balances.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-64 Entering Accumulator Balances

Entering Accumulator Balances

You can view accumulator balances for an employee and/or manually make any adjustments
that are necessary.

If you have used an employee transfer agent to move accumulator balance information into
an employee’s record, this field will be populated with that information. You can use this
panel to correct or add to any information that is currently displayed. You can also use the
panel to manually add any accumulator balances to an employee’s information. For
information on using employee transfer agents, see the Company Setup and Maintenance
Guide and the Employee Setup and Maintenance Guide.

To add accumulator balances for an employee, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 2: Enter Pay Period Information

2. Click next to the Accumulator Balances task. The Add dialog box displays.

3. To modify an existing deduction, double-click the Accumulator Balances task, enter the
search criteria in the Search dialog box, and click OK.

Figure 4-50. Add Dialog Box

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Accumulator Balances 4-65

4. Select File Number for the employee whose information you want to update with
accumulator balances and click Add. The Accumulator Balances panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-51. Accumulator Balances Panel

5. Select the Accumulator that you want to adjust.The following information automatically
populates as applicable to the accumulator you selected to adjust:

• Type - Indicates one of the following types of data being accumulated for the
selected accumulator:

– All earnings
– All memos
– Earnings
– Memo
– Deduction
– Hours
– Reserved
• Code - Indicates the code associated with the type of data being accumulated.
• Field - Displays the values for the types of hours or earnings being accumulated.
Valid values for Hours are 1, 2, 3, or 4. Valid values for Earnings are 1, 2, 3, 4, or 5.

• Year-to-Date - Displays the current balance for the accumulator.

6. In the Adjustment field, enter the amount by which you want to adjust the accumulated
value.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-66 Entering Accumulator Balances

7 . If you want to adjust additional accumulators, click (Insert Row) with the scroll bar
selected and repeat steps 5- 6.

The following figure shows an example of a completed Accumulator Balances panel.

For a description of the

fields on this panel,
press F1.

Figure 4-52. Accumulator Balances Panel

8. Click (Save).

You’ve finished entering adjustments for accumulator balances for a specific employee.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Special Entries 4-67

Entering Special Entries

Use special entries to enter employee information for which no specific fields exist on any
Autolink employee maintenance panels. Each special entry is preceded by a special entry
code that identifies the type of information being entered, such as an adjustment amount or a
special indicator.

 For information about defining special entry codes and special entry values, see Chapter 3,
“Defining Additional Rates, Earnings, and Accumulators,” in the Company Setup &
Maintenance Guide.

Using Special Entries

Use special entries to adjust the following types of employee information:

Entering Special • Adjusting the amount-to-date for goal limits.

Entries
• Designating special indicators for some states, such as Workers Comp Block.
 Using Special
Entries • Turning off paper vouchers and paper W2s for employees who are set up to view their
Entering Special pay statements through the Internet.
Entries
• Indicating that the employee (special entry 26M) was paid in a pay period that included
the 12th day of the month in the current quarter. Data should be entered in the following
format - xx1, xx2 or xx3 where xx is the US Postal State Code (optional, but may be
required for other state routines) followed by '1' for Month 1 of the current quarter, '2' for
Month 2 or '3' for Month 3.

• Adjusting the amount of taxable wages for the current quarter when the employer was not
required (special entry 66A) to pay Massachusetts Health Insurance Tax (MHIT) in the
previous quarter. Enter the amount of wages from the previous quarter which need to be
considered as taxable for the current quarter. The payroll system adds the adjustment
amount to the current quarter taxable wages for the purpose of calculating MHIT only.

• Designating the last week worked (special entry 601). You have to use AdjustMate to
enter this and it is only allowed as an adjustment payroll or mass processing on AutoPay.

• Designating the number of weeks worked (special entry 602) is valid for Multi-J clients.
Table 4-2. Special Entries

Special Entry Description

211 Rate 1 - Hourly
212 Rate 2 - Hourly
213 Rate 1 Salaried
21D Daily Pay Rate at HIre
21H Hourly Pay Rate at Hire

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-68 Entering Special Entries

Table 4-2. Special Entries (cont.)

Special Entry Description

21S Salary Pay Rate at Hire
267 State Exemptions in Numbers
26M Employee Pd Nearest 12th in Mo
26U WCA Block
 Previously named ORWCA Block.

50V Status Change

574 EEO Codes as One Entry
66A Massachusetts Health Tax
601 Last Week Worked
602 Number of Weeks Worked
801 Goal Deduction 1 To-Date
802 Goal Deduction 2 To-Date
803 Goal Deduction 3 To-Date
804 Goal Deduction 4 To-Date
805 Goal Deduction 5 To-Date
806 Goal Deduction 6 To-Date
807 Goal Deduction 7 To-Date
808 Goal Deduction 8 To-Date
809 Goal Deduction 9 To-Date
SPV Suppr ess Voucher
SPW Suppress W2

You have completed reviewing how to use special entries and the types of special entries.
Next, you can specify which special entries to apply to an employee.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Entering Special Entries 4-69

Specifying a Special Entry

Enter special entries as follows:

Entering Special 1 . Click Payroll and make the following selections:

Entries
Using Special
Entries
Payroll Cycle ~ Step 2: Enter Pay Period Information

 Entering Special
Entries
2. Click next to the Special Entries task. The Add dialog box displays.

 To modify an existing special effect, double-click the Special Entries task.

Figure 4-53. Add Dialog Box

3. Complete the Pay Group, Autolink File Number, and Special Entry Number fields
and click OK. The Special Entries panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-54. Special Entries Panel

4. In the Special Entry Code column, enter a special entry to apply to the selected
employee, then enter the associated data in the Data column.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-70 Entering Special Entries

5 . Repeat step 5 until you enter all of your special entry codes.

The following figure shows an example of a completed Special Entries panel.

For a description of the

fields on this panel,
press F1.

Figure 4-55. Special Entries Panel

6. Click (Save).

You’ve created special entries.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Processing New Mexico Workers’ Compensation Fee Refunds 4-71

Processing New Mexico Workers’

Compensation Fee Refunds

The Workers’ Compensation Personnel Assessment fee (also called the workers’
compensation administration fee or WC-1) is a tax paid by employers and employees for
employers covered by the New Mexico Workers’ Compensation Act.
This fee is a tax and is not to be confused with the workers’ compensation insurance
premium, and is not a substitute for workers’ compensation insurance.

Use the Workers’ Compensation Fee Refund task to search for terminated employees
within the current pay period who are eligible for New Mexico workers’ compensation fee
refunds, and then to post an SUI entry to Pay Data Entry for selected employees. This fee is
defined on the Workers’ Comp Fee panel. For more information on this panel, see the
Company Setup and Maintenance Guide.

You must have pay data entry authorization to the employee’s pay group within pay group
security (System Admin ~ Autolink Payroll Setup (Required) ~ Security ~ Pay Group
Access) for employees in that pay group to be selected.

Employees must meet the following criteria to be selected as eligible:

• The employee must have an active file number status.

• The employee must have a status of terminated, retired, or deceased within the specified
date range.

• The SUI tax code must be 33.

• The employee cannot have an SUI/SDI tax block of B or X.
To search for eligible employees and process New Mexico Workers’ Compensation fees, do
the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 2: Enter Pay Period Information

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-72 Processing New Mexico Workers’ Compensation Fee Refunds

2. Double-click the Workers’ Compensation Fee Refund task. The New Mexico panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 4-56. New Mexico Panel

3. A search must be performed to find qualifying employees. From the Search Criteria
area, do the following:

• From the PayGroup/Group Name field, select a pay group or group name by which
you want to search.

• Select a Pay Date to search employees by pay date.

• Click the Search button to search for qualifying employees. Eligible employees
display in the grid.
4. Review the list of employees to verify eligibility.

5. The following information from the search is displayed for each qualifying employee:

• Exclude - Select this check box to exclude employees, or clear the check box to
include employees. Excluded employees will not have a refund created.

• Pay Grp - Displays the employee’s pay group. If a search is done by pay group, this
column will not display.

• File Nbr - Displays the employee’s file number.

• Name - Displays the employee’s name.
• Term Date - Displays the employee’s termination date.
• Refund Amt - Displays the amount to be refunded to the employee. This amount
automatically populates based on the fee amount entered on the Workers’ Comp Fee
panel (System Admin ~ Autolink Payroll Setup (Required) ~ Tax Codes ~ Workers’
Compensation).You can change this amount if necessary.

• Message - Displays any relevant messages about the selected employee.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Processing New Mexico Workers’ Compensation Fee Refunds 4-73

6. Click Create Refund to post an entry to the NM WC FEE REFUND BATCH batch for the
selected employees. Posted employees are cleared from the grid.

The following are circumstances where the selected employee will not be posted to the
NM WC REFUND BATCH batch:

• If a qualifying employee has a negative SUI amount on a batch entry in NM WC FEE

REFUND BATCH, the employee will be excluded when creating a refund. A message
displays for this in the Message field and the refund amount displays in the Refund
Amount field. You cannot include employees excluded for this reason.

• If a qualifying employee already has an entry in another batch with an SUI amount
equal to the negative of the default fee amount, the employee will be excluded and a
message displays for this in the Message field; however, in this case, you can choose
to include the employee by clearing the Exclude check box.

• During the post process, if a selected employee is found to have an existing entry in
the NM WC FEE REFUND BATCH batch, the employee will be excluded from the
post process, and a message displays for this in the Message field and the refund
amount displays in the Refund Amount field. You cannot include employees
excluded for this reason.
This could occur if another process posted the entry before the Create Refund
button is clicked.

The following figure shows an example of a completed New Mexico panel.

For a description of the

fields on this panel,
press F1.

Figure 4-57. New Mexico Panel

You’ve finished processing New Mexico workers’ compensation fee refunds.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-74 Maintaining Deduction in Arrears Balances

Maintaining Deduction in Arrears Balances

When an employee does not have enough net pay to have all of their benefit or voluntary
deductions withheld from their paycheck, the deduction amounts not taken can be
accumulated and then taken out in a subsequent payroll or payrolls. This accumulation is
deduction in arrears (DIA).

 The pay group must have the Deduction in Arrears check box selected on the Control panel
(System Admin ~ Autolink Payroll Setup (Required) ~ Pay Groups ~ Pay Group Options) with
each appropriate deduction designated with as a DIA deduction on the Deductions panel
(System Admin ~ Autolink Payroll Setup (Required) ~ General Deductions).

You can use the DIA Balances panel to view and manually make any adjustments to the
DIA accumulated balances by selecting deduction codes that are setup as DIA deductions
and/or have a DIA balance in the table.

If you have used an employee transfer agent to move DIA accumulator balance information
into an employee’s record, the Year-to-Date field will be populated with that information.
You can use this panel to correct or add to any information that is currently displayed. You
can also use the panel to manually add any accumulator balances to an employee’s
information. For information on using employee transfer agents, see the Company Setup and
Maintenance Guide and the Employee Setup and Maintenance Guide.

To add or modify DIA accumulated balances for an employee, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 2: Enter Pay Period Information

2. Click next to the Deduction in Arrears Balance task. The Add dialog box displays.

 To modify an existing special effect, double-click the Deduction in Arrears Balance task

Figure 4-58. Add Dialog Box

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
 Maintaining Deduction in Arrears Balances 4-75

3. Select File Number for the employee whose information you want to update and click
Add. The DIA Balances panel displays.

For a description of the

fields on this panel,
press F1.

Figure 4-59. DIA Balances panel

4. Select the Deduction Code you want to adjust. If the deduction has the accumulation of
deduction in arrears set up, Y displays in the Deduction in Arrears field and, if there is
an accumulated amount, the accumulated amount displays in the Year-to-Date field.

5. Do one of the following:

• Select the Clear DIA Balances check box to clear the entire accumulated balance
for the deduction.

• Enter a positive amount in the Adjustment field to add that amount to the
accumulated amount.

• Enter a negative amount to subtract in the Adjustment field to subtract from the
accumulated amount. You cannot enter an amount that results in a negative year to
data balance.

• Select the Clear All DIA Balances check box to clear all accumulated amounts.
 If a deduction code is no longer designated as a DIA deduction code but contains a
year-to-date balance, only a negative amount can be entered in the Adjustment
field.

6. If you want to adjust additional accumulated deduction amounts, click (Insert Row)
with the scroll bar selected. Then complete the fields on the panel as needed.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
4-76 Maintaining Deduction in Arrears Balances

The following figure shows an example of a completed DIA Balances panel.

For a description of the

fields on this panel,
press F1.

Figure 4-60. DIA Balances panel

7. Click (Save).

8. Click Return to return to the Results Detail panel.

You’ve finished entering balance adjustments in order to maintain deduction in arrears

accumulated balances for a specific employee. For more information on entering DIA
balances for adjustments see “Entering Deduction Detail” on page 5-12. For more
information on entering DIA Balances for pay data entry, see “Overriding Deductions”
on page 4-30.

Chapter 4: Entering Pay Period Information

Payroll Processing Guide
Chapter 5
Performing Manual Pay Adjustments,
Corrections, and Voids

PAGE TOPIC

5-2 Introduction
5-3 Entering Hours and Earnings for Adjustments
5-10 Entering Cost Number Detail for an Adjustment
5-12 Entering Deduction Detail
5-14 Entering Tax Detail
5-21 Temporarily Blocking Taxes
5-24 Entering Memos
5-26 Using the Information Panel

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
5-2 Introduction

Introduction

At times you may need to perform special pay adjustments, corrections, and voids, such as
entering pay information for a check written by hand, issuing a live check without using
AutoPay calculations, or creating a prepay check that will be issued during the next payroll
run. You must select the employee from an existing pay data batch. For more information
about batches, see “Understanding and Using Payroll Batches,” on page 4-6.

For these types of special pay entries, you must manually calculate the employee’s gross
earnings, deduct the necessary taxes and voluntary deductions, and determine the amount of
net pay. Aside from verifying that your net pay calculation (gross pay minus taxes and
deductions) is correct, AutoPay does not perform any calculations for adjustments,
corrections, and voids.

 When entering a prepaid/void, you have the option of using the same check number on
multiple prepaid/void entries, using different check numbers, or leaving the check number
blank (0). All entries with the same check number are viewed as a single check for a given
employee and entries with different check numbers are viewed as separate check. However,
for a given employee, each entry using a zero for the check number is displayed as a
separate entry.

These special pay entries adjust the employee’s current quarter- and year-to-date totals on
the ADP Enterprise HR masterfile; therefore, you can only make special pay entries for the
current quarter. If you need to make an entry for a previous quarter, contact your ADP
consultant.

 If you want AutoPay and ADP Enterprise HR to calculate taxes and deductions and net pay
automatically, use CheckMate. For more information on having AutoPay perform these
calculations for manual checks, refer to Chapter 13, “Performing Pay Calculations Using
CheckMate.”

Before you can issue a manual check, make sure you have met the following prerequisites.

• You have established check-printing security. For more information, see “Establishing
Check-Printing Security” on page 13-4.

• Before you print a check, ensure that ADP Enterprise HR has the bank information
required for check printing, such as the bank’s transit number, which is used to identify
the bank on which checks are drawn for a pay group. For more information, see “Setting
Up Bank Information” on page 13-5.

• Make sure your printer is configured for check-printing. For more information, see
Appendix A, “Setting Up and Configuring Your Printer.”

• Set up your logo and signature used on your checks. For more information, see Appendix
C, “Using Image Files.”

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
 Entering Hours and Earnings for Adjustments 5-3

Entering Hours and Earnings for Adjustments

The first step in entering a pay adjustment, correction, or void is entering hours and
earnings.
It is highly recommended that the number of pay in a single batch be kept below 2,000.
Exceeding this value may cause some functions or processes to run more slowly than is
desirable.

Follow these steps.

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 2: Enter Pay Period Information

2. Click Enter Adjustments: Voids/Corrections task. The Search dialog box displays.

Figure 5-1. Search Dialog Box

3. Enter the pay group in the Pay Group field and click OK. The Batch Maintenance panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 5-2. Batch Maintenance Panel

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
5-4 Entering Hours and Earnings for Adjustments

4. Select the batch you want to adjust, and then click Select EE. The Select Employee panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 5-3. Select Employee Panel

5 . Select the Select File Nbr check box for the employee whose hours and earnings you
want to adjust. Note the following:

• If there are no employees already in the payroll batch, enter a file number in the File
Nbr column.The employee pay number, ID, and name display. Then, select the
Select File Nbr check box for that employee.

 You can also press Ctrl + F4 from a blank File Nbr (File Number) field to display a
partial search dialog to search for an employee you want to add.

• If there are employees in the payroll batch and you want to add additional
employees, click (Insert Row) to add an additional employee, and then enter a
file number in the File Nbr column. The employee pay number, ID, and name are

displayed. Click (Save), and then select the Select File Nbr check box for the
employees you want to adjust.

• If you choose to delete an employee from the batch, select the Select File Nbr check
box next to the employee, then click (Delete Row), and then click (Save).

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
 Entering Hours and Earnings for Adjustments 5-5

6. Click Adjustments. The Hours/Earnings panel displays.

For a description of the

fields on this panel,
press F1.

Figure 5-4. Hours/Earning Panel

7. If adjustment information already appears in the panel and you want to add another
distribution or entry to this pay number, click (Insert Row) to preserve history. If no
information exists on the panel, skip this step.

 If you are allocating earnings and hours and have more than one entry number for an
adjustment, the Hours and Earnings fields on entry number 0 (zero) contain the total for
all entry numbers. These totals cannot exceed 99,999,999.99.

8. Select an option from the Trans Type field, where you specify what kind of adjustment
you want to perform, as follows:

• 1–Prepaid/Void
Use this option to create a prepay entry (for a check that has been issued either
manually or through CheckMate) or to void an existing entry. Use this option for
adjustments only, not to create a live check.

If you void a previously issued check, refer to your current payroll register for the
entries that you need to reverse. Reverse a positive amount by preceding the entry
with a minus sign (-). If the amount on the payroll register is negative, reverse it by
entering a positive amount.

• 2–Pay to Company
This is a check issued back to the company.

The earnings, taxes, and deductions entered will update the employee record, but a
physical check will be created payable to the company.

This option might be used if you paid an employee out of an account other than the
payroll account and need to reimburse that account.

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
5-6 Entering Hours and Earnings for Adjustments

• 3–Live Check
Use this option to create a live check.

By selecting this option, a live check will be issued to the employee for the amounts
entered on the next regular payroll processing.

9. Enter the Check Number on the adjustment entry.

10. Review the Check Printed check box. If it is selected, the check has been previously
printed and all fields are grayed and unavailable.

 The Check Printed check box indicates whether the check has been previously printed.
If the check box is selected, the check cannot be reprinted, unless the user has been
given “reprint” security access. For information on enabling check-printing capability at
the user ID level, see the Company Setup and Maintenance Guide.

In the case of a check with multiple distributions, if the check can be reprinted and you
clear the Check Printed check box on the first distribution, all other distributions are
included when the check is reprinted. However, if you go to any of the successive
distributions and clear the Check Printed check box, save, and then reprint, only the
information on the specific successive distribution will print for the check, but not the
other distributions.

11. In the Adv Pay Dt field, enter the pay date of the advance pay. The date must be greater
than today’s date. This field is for Wage Garnishment Processing Service (WGPS)
payments.

 This field is active only when the Liens check box in the Autolink Controls (System
Admin ~ Autolink Payroll Setup (Required) ~ Pay Group Options) panel is selected.

12. In the Tax Freq field, select the period on which payroll tax calculations are based when
the period differs from the regular pay frequency.

 You cannot select a value for both the Tax Freq field and the Paycheck Tax Frequency
field.

1 3. In the Paycheck Tax Freq field, select the paycheck tax frequency to be used for all pay
entries with the same pay number.

 The Paycheck Tax Frequency field is displayed only if the pay group has been set up
for Proportionate Labor Distribution, or PLD, through the Basic Pay Group panel. For
more information, see the Company Setup and Maintenance Guide.

You cannot select a value for both the Tax Freq field and the Paycheck Tax Frequency
field.

14. To calculate rates automatically on a manual check, select the Auto Calc Hourly Rt
check box.

By either clearing the check box or selecting it, you can manually override the pay group
setting for an individual check. The automatic calculation of hourly rates is designated
on the Autolink Preference panel (System Admin ~ Autolink Payroll Setup (Required) ~
Pay Group Options).

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
 Entering Hours and Earnings for Adjustments 5-7

If automatic calculation of hourly rates is selected at both the pay group and pay check
level, rates are automatically updated when:

• The employee’s rate 1 is hourly or daily

• Hours and earnings are both present and either hours or earnings are added or
changed
Rates are calculated by dividing hours into the earnings for the selected entry and
earnings type. These rate calculations apply when changes are made to either a manual
check for which you have done the calculations or one calculated by CheckMate.

 If the Auto Calc Hourly Rt check box is selected, the Rate field is grayed and
unavailable.

15. In the Temp Dept field, select the department number used to record a pay allocated to
a department other than the home department, if applicable.

16. In the Temp Rate field, enter an hourly pay rate other than the primary rate of pay, if
applicable. If you enter any numeric value in this field, the system will send the value to
AutoPay during the PFT process. However, if you leave the field blank, the system will
not submit any value to AutoPay for processing.

17. Select the Send Zero Temp Rate check box to use a temporary rate in the amount of
zero. When you select this check box the Temp Rate field is grayed.

 .This check box is displayed only if the Job Cost check box on the Autolink Controls
panel (located in the Pay Group Options task) is selected. The default value for the Job
Cost check box in the Autolink Controls panel is blank.

18. In the Total Hours Worked area, do the following:

• In the Pay Override field, enter the amount of hours you want to display as Total
Hours Worked.

• If you want to exclude the total hours worked from the pay, select the Pay Block
check box.

 This check box is automatically selected for a check being reversed if the employee’s
pay group is enabled for the total hours worked feature and the reversed check has
no total hours worked.

19. In the Other PD Begin/End Dates fields, if earnings from a prior pay period are being
paid in the current period, enter the other period begin and other period end dates.

20. Enter or select the Earnings Type, Hours, Earnings, and Rates as appropriate for the

entry. Click (Insert Row) to preserve history with the inside scroll bar selected to add
a row for additional hours, earnings, and rates.

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
5-8 Entering Hours and Earnings for Adjustments

You can distribute an employee’s hours and earnings among one or more job numbers
and/or department numbers or one or more cost numbers for the purpose of reporting
labor distribution. Click (Insert Row) to preserve history with the outside scroll bar
selected. The additional row is inserted. Once a row is inserted, additional fields may
display on the panel. The fields that display depend on the type of allocation the pay
group uses.

 If the pay group uses segmented cost numbers for labor allocation, the Temp Cost Nbr
field is greyed and unavailable. The temporary cost number value must be entered on
the Temp Cost Number Detail panel.

The Dept Number and PR Job # fields or the Temp Cost Nbr field display depending
on the labor distribution you have elected to use.

21. Depending on the type of labor distribution on the Autolink Basic Pay Group panel
(Payroll ~ Company Information ~ Company and Pay Group Options ~ Pay Group
Options), you adjust the data you entered for the allocated earnings and hours, such as:
payroll job number, the temporary rate, Memo Codes, and temporary cost number.

22. From the Totals area, view the current totals for the pay adjustment. If you have multiple
job/department entries for a pay number, you will need to scroll down to view the Totals
area, which includes the following information:

• Other - Displays the total earnings other than regular and overtime pay.
• Gross - Displays the total gross pay.
• Deductions - Displays the total deduction amount.
• Taxes - Displays total tax amount.
• Net Pay - Displays the result of subtracting tax and deduction totals from gross pay.
23. Click the Auto Balance button to force the pay adjustment entry to balance. This
balances only the displayed entry, not the entire batch. The entry must be in balance
before you can save it. This option is grayed if the user in this pay group is not set up to
access this function.

24. Click the Print Check button if you want to print a check.

25. Click All Memos if you want to view the Memos panel and all associated memos.

 If the Hours/Earnings panel is on entry number zero (0), the All Memos button is
disabled. If there are memos associated with the prepaid/void that you want to view,
scroll to an entry number higher than zero and click All Memos.

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
 Entering Hours and Earnings for Adjustments 5-9

The following figure shows an example of a completed Hours/Earnings panel for a

pay adjustment.

For a description of the

fields on this panel,
press F1.

Figure 5-5. Hours/Earnings Panel

You’ve entered the hours and earnings information for the adjustment. You may need to
enter other information for the adjustment as follows:

• “Entering Cost Number Detail for an Adjustment” on page 5-10

• “Entering Deduction Detail” on page 5-12
• “Entering Tax Detail” on page 5-14
• “Temporarily Blocking Taxes” on page 5-21
• “Entering Memos” on page 5-24
At any point when you are finished entering pay information (earnings, deductions, taxes,

and so forth) for the employee, click (Save) to create the pay entry.

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
5-10 Entering Cost Number Detail for an Adjustment

Entering Cost Number Detail for an Adjustment

If the pay group is setup to use segmented cost numbers, you will need to enter the details
for the temporary cost numbers. If the pay group does not use segmented cost numbers for
allocations, the fields on the Temp Cost Number Detail panel are greyed and unavailable.

For a detailed description of segmented cost numbers and how to use them, see “Entering
Segmented Cost Number Data,” on page 4-48.

To enter the temporary cost number detail do the following:

1 . Click the Temp Cost Number Detail tab. The Temp Cost Number Detail panel displays.

 When entering or modifying adjustment information for an employee, you must start on
the Hours/Earnings panel. See page 5-3 for more information.

For a description of the

fields on this panel,
press F1.

Figure 5-6. Temp Cost Number Detail Panel

2. From the Value field, select the appropriate values for the cost number segments.

3. Once you have entered a value for all segments for the cost number, click (Save).

The segments you have selected are pulled into the Temp Cost Nbr field on the
Hours/Earnings panel.

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
 Entering Cost Number Detail for an Adjustment 5-11

You’ve entered the temporary cost number detail for the adjustment. You may need to enter
other information for the adjustments as follows:

• “Entering Hours and Earnings for Adjustments” on page 5-3

• “Entering Deduction Detail” on page 5-12
• “Entering Tax Detail” on page 5-14
• “Temporarily Blocking Taxes” on page 5-21
• “Entering Memos” on page 5-24
At any point when you are finished entering pay information (earnings, deductions, taxes,

and so forth) for the employee, click (Save) to create the pay entry.

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
5-12 Entering Deduction Detail

Entering Deduction Detail

The Deduction panel enables you to enter deduction information for an employee when
creating prepay or void transactions.

1 . Click the Deductions tab. The Deductions panel displays.

 When modifying pay information for an employee, you must start on the Hours/Earnings
panel. See page 5-3 for more information.

For a description of the

fields on this panel,
press F1.

Figure 5-7. Deductions Panel

2. Select the Disburse Lien Deductions check box to notify the ADP Wage Garnishment
Processing center to process the lien deductions.

If you did not have funds disbursement set up for this employee at the time the paycheck
was issued (meaning ADP wasn’t responsible for disbursing garnishment payments),
clear this check box.

 The Disburse Lien Deductions check box is ungrayed only when the Funds
Disbursement check box on the Autolink Controls panel is turned on.

3. Select a deduction from the Deduction Code field. If there is a corresponding AutoPay
code it will display in the AutoPay field.

A description of the deduction code displays. In addition, if the selected deduction code
is designated as a DIA deduction, any accumulated year-to-date amounts display in the
Year-to-Date DIA Amounts field. Any adjustment to the deduction in arrears amount
displays in the DIA Adjustment Amounts field.

4. In the Amount field, enter the dollar amount to be deducted for the overridden or onetime
deduction.

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
 Entering Deduction Detail 5-13

5. If you selected a deduction code designated as a DIA deduction, click the Adjustment
DIA Amounts link to access the DIA Balances panel and make adjustments to deduction
in arrears amounts. For detailed step-by-step instructions for completing the DIA
Balances panel, see “Adjusting Deduction in Arrears Amounts for a Result”
on page 13-100.

6. If you accessed the DIA Balances panel, click Return to return to the Hours/Earnings
panel.

The following figure shows an example of a completed Deductions panel.

For a description of the

fields on this panel,
press F1.

Figure 5-8. Deductions Panel

7. At any point when you are finished entering pay information (earnings, deductions,
taxes, and so forth) for the employee, click (Save) to create the pay entry.

You’ve entered deduction information the employee’s pay adjustment. You may need to
enter other information for the adjustment as follows:

• “Entering Hours and Earnings for Adjustments” on page 5-3

• “Entering Cost Number Detail for an Adjustment” on page 5-10
• “Entering Tax Detail” on page 5-14
• “Temporarily Blocking Taxes” on page 5-21
• “Entering Memos” on page 5-24
At any point when you are finished entering pay information (earnings, deductions, taxes,
and so forth) for the employee, click (Save) to create the pay entry.

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
5-14 Entering Tax Detail

Entering Tax Detail

The Taxes panel allows you to enter tax information for the adjustment.

How you enter your tax detail information depends on whether you use the
multi-jurisdictional taxing feature or not (see the Employee Setup and Maintenance Guide
for information). The following covers both scenarios.

Entering Tax Detail for Non Multi-Jurisdictional

Employees
If you are not using the Multi-Jurisdictional Taxing feature, you can enter tax amounts for
any “taxing” jurisdictions as defined in the employee’s primary tax data record. Primary tax
Entering Tax Detail codes display for the state, local, SUI/SDI and school district, when applicable.
 Entering Tax
Detail for Non
These tax codes may not be changed. Tax amounts may be entered for any jurisdiction that
Multi-Jurisdiction has been defined on the Tax Information panel with a “Y” for Withhold Tax.
al Employees

 Entering Tax Entering Tax Detail for Multi-Jurisdictional

Detail for
Multi-Jurisdiction Employees
al Employees

There are three methods of selecting tax jurisdiction codes when entering manual checks,
voids, or corrections for a multi-jurisdictional employee. These methods result in either
updating an existing tax profile for an employee on AutoPay or in creating a new tax profile.
Prior to entering adjustments for multi-jurisdictional employees, you should have access to
your most recent AutoPay Multi-Jurisdictional Report. This report is delivered with your
payroll package after each processing. It lists the existing tax profiles for each employee
with the adjustment sequence numbers and dates needed to correctly enter adjustments.

You should use the first method, Use Primary Tax Codes, when making adjustments to the
employee’s current default tax codes. You should the second method, Use Temporary Tax
Codes, for updating and creating a new tax profile that does not currently exist on AutoPay.
Use the third method, Use Adjustment Sequence Number and Adjustment Date, for updating
an existing tax profile that does not match the employee’s current default tax codes.

The following information describes the three methods you can use for entering tax detail
pay adjustments, corrections, and voids for multi-jurisdictional employees.

Chapter 5: Performing Manual Pay Adjustments, Corrections, and Voids

Payroll Processing Guide
 Entering Tax Detail 5-15

Use Primary Tax Codes

All tax amounts that you enter apply to the employee’s “home” tax codes as defined in the
Tax Information panels. This method allows you to enter tax amounts for all tax codes
except those defined as “non-taxing.” This method is recommended for updating an
adjustment for the employee’s current default tax codes.

1 . Click the Taxes tab. The Taxes panel displays.

 When modifying pay information for an employee, you must start on the Hours/Earnings
panel. See page 5-3 for more information.

For a description of the

fields on this panel,
press F1.

Figure 5-9. Taxes Panel

2. The panel defaults with the Use Primary Codes check box already selected to update an
employee’s current default tax codes; the codes display in the Primary Codes area.

3. Enter the amount of reported federal tax in the Federal field.

4. Enter the amount of reported Social Security tax in the Soc Security field.

5. Enter the amount of reported Medicare tax in the Medicare field.

6. Click (Save).

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5-16 Entering Tax Detail

Use Temporary Tax Codes

This method is recommended for updating an adjustment for tax codes that do not currently
exist on an AutoPay tax profile for the employee, and are not the employee’s current default
tax codes.

You may enter tax codes and tax amounts for any tax jurisdiction set up in the tax tables for
each pay group. This method allows you to enter any tax code from the Pay Group Tax table
and an amount for each tax code except those defined as non-taxing. For non-taxing
jurisdictions, you may enter a code but no amount. By choosing to enter temporary tax
codes, you may not use an adjustment sequence and the Adjustment Sequence field is
unavailable.

 All tax codes for the pay group are available for selection in the SUI/SDI field. However, the
Amount field for SUI is available or unavailable based on whether or not the SUI code allows
for employee withholding.

The following figure shows an example of a Taxes panel set up for temporary tax codes.

For a description of the

fields on this panel,
press F1.

Figure 5-10. Taxes Panel

7. View the Batch ID and Pay Number fields.

8. View the entry number for the transaction in the Entry Nbr field. Entry numbers are used
when multiple rates, jobs, or departments are required for a single pay number.

9. View the transaction type in the Trans Type field which displays one of three transaction
types selected on the Hours/Earnings panel.

10. View the Adjustment Sequence field. This field identifies a pre-existing tax record for
the employee. When you enter temporary tax codes, the Adjustment Sequence field is
unavailable.

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 Entering Tax Detail 5-17

11. If applicable, select a date from the Adjustment Date field. This field is required if a
SUI/SDI code is entered.

If you enter an adjustment date along with the temporary tax codes, AutoPay searches for
the tax profile whose jurisdiction date equals or is immediately prior to the entered date.
If a profile is found and all of the tax codes match, the tax profile is updated. If not, a new
tax profile is established and updated.

12. View the Primary Codes, which are primary tax codes for the employee State and Local
Tax codes panel.

13. Select a Work in State code; this field is available if you clear the Use Primary Codes
check box. If you enter a Work in State code, you can enter a tax amount.

 The Work in State amount field is always available, unless the employee lives in a state
that has no income tax, such as Florida.

14. Select a Live in State code; this field is available if you clear the Use Primary Codes
check box. The Live in State code field is unavailable if Tax Multi-J and Tax
Reciprocity are not selected on the Autolink Controls panel for the pay group. See the
Company Setup and Maintenance Guide for more information about the Autolink
Controls panel. If you enter a Live in State code, you can enter a tax amount.

The Live in State amount is unavailable under the following conditions:

• If the Use Primary Codes check box is selected and the employee has no lived-in
state tax data entered on the employee State and Local Tax Codes panel.

• If the lived-in state is not a withholding state, such as Florida.

15. Select a Work in Loc (Location) code. This code is available if you clear the Use
Primary Codes check box.

The Work in Loc code field is unavailable if Tax Multi-J and Tax Reciprocity are not
selected on the Autolink Controls panel for the pay group. If you enter a Work in Loc
code, you can enter a tax amount.

The Work in Loc amount is unavailable under the following conditions:

• If the Use Primary Codes check box is selected and the employee has no local tax
set up on the employee State and Local Tax Codes panel.

• If the Use Primary Codes check box is clear, it is unavailable until you enter a code.
16. Select a Live in Loc (Location) code. This code is available if you clear the Use Primary
Codes check box.

The Live in Loc code field is unavailable if Tax Multi-J and Tax Reciprocity are not
selected on the Autolink Controls panel for the pay group. If you enter a Live in Loc
code, you can enter a tax amount.

The Work in Loc amount is unavailable under the following conditions:

• If the Use Primary Codes check box is selected and the employee has no local tax
set up on the employee State and Local Tax Codes panel.

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5-18 Entering Tax Detail

• If the Use Primary Codes check box is clear, and you haven’t entered a deduction
code.

 When you enter a prepaid void entry with a temporary state and SUI/SDI code, you do
not have to enter an amount.

17. Select a SUI/SDI code. This field is available if you clear the Use Primary Codes check
box.

All codes for the pay group are available for selection in the SUI/SDI field. However, the
Amount field for SUI is available or unavailable based on whether or not the SUI code
allows for employee withholding. Although you can select the code, no amount can be
entered if the field is grayed.

If you enter a SUI/SDI code which allows for employee withholding, you can add to or
replace the SUI/SDI tax amounts.

18. Select a School District tax override, which is available under the following conditions:

• The Tax Multi J check box on the Autolink Controls panel is selected.
• You selected Ohio for either Work in State or Live in State tax codes. Ohio is the
only state that uses the School District field at this time.
19. If you selected Pennsylvania for either the Work in State or Live in State tax code, then
select a Local Service 1 or a Local Service 2 tax code for withholding Pennsylvania
local services tax and enter a tax amount.

20. If you want to add or replace the federal tax amount, enter the amount for the employee
in the Federal field.

21. If you want to add or replace the social security tax amount, enter the amount for the
employee in the Soc Security field.

22. If you want to add or replace the medicare tax amount, enter the amount for the employee
in the Medicare field.

23. Click (Save).

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 Entering Tax Detail 5-19

Use Adjustment Sequence Number and Adjustment Date

This is the most accurate method for updating an existing tax profile when not using the
employee’s current default tax codes.

Find the tax profile you want to update on the most recent AutoPay Multi-Jurisdictional
Report. You should enter the sequence number and sequence date from the report as the
Adjustment Sequence and Adjustment Date on the Taxes panel (Payroll ~ Post Payroll
Cycle ~ View Checks/Reversals/Adjustments ~ Adjustments: Voids/Corrections.)

 In order to use Automatic Check Reversal for checks with multiple taxing jurisdictions in one
check, you must receive the Labor Distribution file for loading into CheckView.

Enter the appropriate tax amounts as needed. AutoPay searches for the tax profile with the
same adjustment sequence number and adjustment date. When a match is found, the
adjustment is updated to that tax profile. If no match is found, the entry is rejected.

For a description of the

fields on this panel,
press F1.

Figure 5-11. Taxes Panel

1 . Clear the Use Primary Codes check box to enter adjustment information.

 When the Use Primary Codes check box is selected, the remaining fields are grayed
with the exception of the Federal, Soc Security, and Medicare tax fields, which are
available for entering tax amounts.

2. Enter a sequence number in the Adjustment Sequence field which identifies a

pre-existing tax record for the employee. For detailed information on how to use this field
in the context of entering taxes for pay adjustments, see page 5-14.

3. Select a date from the Adjustment Date field that matches the sequence date from the
pre-existing tax record for the employee. For detailed information on how to use this field
in the context of entering taxes for pay adjustments, see page 5-14.

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5-20 Entering Tax Detail

4. Enter a work-in-state code in the Work in State code field, which is available if you clear
the Use Primary Codes check box. Enter this code to temporarily update the code. This
Work in State code field is grayed if Multi-J is not activated on the Autolink Controls
panel for the pay group.

You’ve entered tax detail information. The next section contains field descriptions for the
Taxes panel. You may need to enter other information for the adjustment as follows:

• “Entering Hours and Earnings for Adjustments” on page 5-3

• “Entering Cost Number Detail for an Adjustment” on page 5-10
• “Entering Deduction Detail” on page 5-12
• “Temporarily Blocking Taxes” on page 5-21
• “Entering Memos” on page 5-24
At any point when you are finished entering pay information (earnings, deductions, taxes,

and so forth) for the employee, click (Save) to create the pay entry.

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 Temporarily Blocking Taxes 5-21

Temporarily Blocking Taxes

This feature is only for clients that are using the Multi-Jurisdiction Taxing feature. Use this
panel to override the tax status for the employee for this pay period. In other words, you can
temporarily override the current taxability for various types of taxes. For example, by
specifying an exempt status for the Federal option, all earnings on this pay will be exempt
from federal taxable totals (for this payroll only). On the other hand, if the employee is
normally coded with a federal tax block, but the wages on this check should be taxable, then
you would choose to cancel existing tax status.

 There is no automatic check reversal available for the Multi-J option. Each state would have
to be backed out manually.

To temporarily block taxes, follow these steps:

1 . Click the Temporary Tax Blocks tab. The Temporary Tax Blocks panel displays.

 When modifying pay information for an employee, you must start on the Hours/Earnings
panel. See page 5-3 for more information.

For a description of the

fields on this panel,
press F1.

Figure 5-12. Temporary Tax Blocks Panel

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5-22 Temporarily Blocking Taxes

2. For each tax you want to temporarily block, select the type of block you want for the
special entry from the tax fields. There are three tax block options which are available
depending on the tax you select.

Type Of Tax Block Type Of Temporary Block

Cancel Existing Tax Select this option if the employee is normally exempted
Status from a tax but the wages on this check should be taxable.
Exempt Tax Status Select this option if the employee is normally taxed but on
this check should not be taxed.
Employer Paid Tax Select this option to indicate the tax is employer paid.
Status

3. Select a Federal tax block option if you want to temporarily override the current
taxability of the federal tax.

4. Select a Soc Sec (social security) tax block option if you want to temporarily override the
current taxability of the Social Security tax.

5. Select a Medicare tax block option if you want to temporarily override the current
taxability of the Medicare tax.

6. Select a Work in State tax block option if you want to temporarily override the current
taxability of the worked-in state that is entered for the employee.

7. Select a Live in State tax block option if you want to temporarily override the current
taxability of the lived-in state that is entered for the employee.

8. Select a Work in Local tax block option if you want to temporarily override the current
taxability of the worked-in local tax code that is entered for the employee.

9. Select a Live in Local tax block option if you want to temporarily override the current
taxability of the lived-in local tax code that is entered for the employee.

10. Select a SUI/SDI tax block option if you want to temporarily override the current
taxability of the SUI/SDI tax.

11. Select a Futa tax block option if you want to temporarily override the current taxability
of the FUTA tax.

12. Select a Worker’s Comp block option if you want to temporarily override the current
taxability of the Worker's Compensation tax.

13. Select a Family Leave Insurance block option if you want to temporarily override the
current taxability of the Family Leave Insurance tax.

The following figure shows an example of a completed Temporary Tax Blocks panel.

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 Temporarily Blocking Taxes 5-23

For a description of the

fields on this panel,
press F1.

Figure 5-13. Temporary Tax Blocks Panel

14. At any point when you are finished entering pay information (earnings, deductions,

taxes, and so forth) for the employee, click (Save) to create the pay entry.

You’ve temporarily changed the tax status. You may need to enter other information for the
adjustment as follows:

• “Entering Hours and Earnings for Adjustments” on page 5-3

• “Entering Cost Number Detail for an Adjustment” on page 5-10
• “Entering Tax Detail” on page 5-14
• “Entering Deduction Detail” on page 5-12
• “Entering Memos” on page 5-24
At any point when you are finished entering pay information (earnings, deductions, taxes,

and so forth) for the employee, click (Save) to create the pay entry.

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5-24 Entering Memos

Entering Memos

Enter memos for pay adjustment as follows:

1 . Click the Memos tab. The Memos panel displays.

 When modifying pay information for an employee, you must start on the Hours/Earnings
panel. See page 5-3 for more information.

For a description of the

fields on this panel,
press F1.

Figure 5-14. Memos Panel

2. Select a memo code from the Memo Code field for the pay adjustment if applicable.
Memo codes allow you to enter numeric data separate from an employee’s hours and
earning entries. Typical entries are days absent, days late, days worked, mileage, shifts
worked, 401(k) match, or a deduction in arrears custom adjustment. Memo codes are
generally defined and established in conjunction with your ADP consultant. Memo codes
and descriptions are established on the Memo Codes panel.

3. Enter the associated Amount as appropriate.

 When using the Memos panel to enter memos for pay groups that have job costing
activated, the memos are associated with a specific job number and therefore must be
entered on the associated entry number for that job. Job entry numbers are equal to or
greater than one.

4. Enter the associated Amount as appropriate.

5. To add another memo, click (Insert Row).

 If you want to delete an existing memo, select the memo then click (Delete Row).

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 Entering Memos 5-25

You’ve entered memo codes and associated amounts for the special pay entry. You may need
to enter other information for the adjustment as follows:

• “Entering Hours and Earnings for Adjustments” on page 5-3

• “Entering Cost Number Detail for an Adjustment” on page 5-10
• “Entering Deduction Detail” on page 5-12
• “Entering Tax Detail” on page 5-14
• “Temporarily Blocking Taxes” on page 5-21

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5-26 Using the Information Panel

Using the Information Panel

Use the Information panel to view data concerning a pay adjustment, correction, or void.
This panel is display only.

1 . Click the Information tab. The Information panel displays.

 When modifying pay information for an employee, you must start on the Hours/Earnings
panel. See page 5-3 for more information.

For a description of the

fields on this panel,
press F1.

Figure 5-15. Information Panel

2. Review the following information:

• Batch ID - Identifies the payroll batch of which the selected employee is a member.
• Pay Number - Indicates the pay number for the pay data transaction.
• Rate 1 thru 3 - Indicates the rates used to calculate the pay.
• Autolink Standard Hours - Indicates the standard hours for the selected employee.

You have completed making pay adjustments.

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Payroll Processing Guide
Chapter 6
Loading Pay Data from External
Sources

PAGE TOPIC

6-2 Introduction
6-11 Loading Merit and Bonus Pay Data
6-16 Importing the Concur Expense eXpert File

Chapter 6: Loading Pay Data from External Sources

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6-2 Introduction

Introduction

Use the External Pay Input Program (EPIP) function to import and validate payroll batches
created by an external source or system such as an electronic time clock, point of sale, or
labor system. These systems must be capable of generating a pay data input file or files in a
standard ADP format to be processed by the EPIP function.

 Use the Data Import Utility to import employee and company data into ADP Enterprise HR.
For ADP hosted clients, the File Upload utility is used to move files over the Internet and into
your company’s ADP Enterprise HR processing environment. For more information on these
utilities, see Appendix A in the Company Setup and Maintenance Guide.
It is highly recommended that the number of pay in a single batch be kept below 2,000.
Exceeding this value may cause some functions or processes to run more slowly than is
desirable.

The EPIP function supports the .csv format, which supports all expanded field sizes and
allows you to prepare a file using a basic text editor.

When loading a large amount of data, the process monitor creates a new process ID number
and additional log files are generated. The naming conventions for the log files include the
type of generated file, the process ID, and the associated pay group. No matter which type of
file you load, the name for the log file is LoadEpipxxxnnnnn.log, with the xxx being the
pay group ID and nnnnn being the process ID. The ID can be up to up to 10 digits. If the
Batch Directory Security by Pay Group check box is selected on the Autolink panel (System
Admin ~ Human Resources Setup (Required) ~ Human Resources Setup ~ Installation), this
occurs when the data exceeds 9 batches. If the check box is not selected, the break occurs
when the data exceeds 12 batches.

This process ID displays in the Process Monitor. For more information on using the Process
Monitor, see the Application Administrator’s Guide.

When you are loading large EPIP files, you can prevent system delays by performing a
database commit after each employee is processed. Otherwise the database commit is
performed after the entire batch is processed.

When you import pay data, the default batch size limit is 500 pay data records. Batches
imported outside the limit will be split into separate batches, with each batch containing the
original batch name with sequential numbering based on the number of batches created from
the split.

For example, a batch of over 500 pay data records with the batch name “RD Dept” would be
split out as RD Dept_S001, RD Dept_S002, RD_Dept_S003 and so on.

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 Introduction 6-3

 For more information on setting up the default batch size, see the Hiring, Staffing, and Job
Maintenance Guide.

 To set the database commit after each employee is processed, you append the
com.adp.e.loadepip.ALoadEPIP with (-C) in the Command Line on the Process Options
panel (System Admin ~ Process Scheduler Administration ~ Definitions ~ Process Options).
For more information, see the Application Administrator’s Guide.

For more information on the .csv file format, refer to Appendix F, “Understanding Import
File Layouts.”

EPIP includes fields that are required for Multi Jurisdictional Taxing and for the Wage
Garnishment Processing Service (WGPS) as follows:

• Advance for WGPS

• Temporary School Code field for Multi Jurisdiction
• Temporary Lived State Code field for Multi Jurisdiction
• Additional validations for Multi Jurisdictional Taxing and WGPS
The following sections explain the import procedures:

• Importing External Pay Data (EPIP)

• Viewing Imported Pay Data
• Viewing the Log File for the External Pay Data Import

Importing External Pay Data (EPIP)

By setting up batch/temp security, you can keep your pay data files in a directory named the
same as your pay group, which adds a layer of security when you are importing your pay
Loading Pay Data data files.
from External
Sources  You must enable the Batch Directory Security by Pay Group option on the Autolink
 Importing panel (System Admin ~ Security Administration ~ Application ~ Basic Options). For more
External Pay Data information on setting up batch security, see “Establishing access to the batch file
(EPIP) directory,” in the Application Administrator’s Guide.
Viewing Imported Future-dated new hires do not stop the loading process through EPIP. A message is written
Pay Data
to the log file for each employee with a future hire date, “Warning: File Number “XXXXXX”
Viewing the Log is a future dated new hire. Verify that the Hire Date is less than or equal to the Period End
File for the External Date for this payroll.” If a new hire does not qualify for this pay period, pay period
Pay Data Import
information that is entered at this time is rejected and dropped when the payroll is processed.

To access the EPIP program, do the following:

1 . Load the EPIP files to the following location:

<base directory>\batch/temp\<database name>\<pay group>

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6-4 Introduction

2. Click Payroll and make the following selections:

Payroll Cycle ~ Step 2: Enter Pay Period Information

3. Double-click the Import Pay Information task. The Load External Paydata panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 6-1. Load External Paydata Panel

 While Autolink provides for expanded field formats through the CSV Files option, the
Fixed Format Files option does not. It is recommended that you use the CSV format to
take full advantage of the Autolink functionality. However, if you elect to use the Fixed
Format Files option, you need to be aware that expanded fields allows for larger field
sizes than the fixed file layout. If you need the field sizes to be larger than those allowed
by the Fixed Format Files option, you must use the CSV Files option. This option
allows for larger (expanded) fields.

4. In the Run Control ID field, enter the ID you want to use. It cannot contain any spaces.
In order to save the selected parameters for the process and/or schedule the process
through the Process Scheduler, you must create a run control ID for the process.

 You must create the run control ID and save the process regardless or whether you are
manually running the process now or scheduling it to run later. Once you save, the run
control ID is grayed out and cannot be changed.

5. Select the Scheduled check box if you want to schedule a pay data import. The Schedule
button becomes available. The Scheduled check box is available only after you enter a
Run Control ID.

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6 . From the Import Type area, select one of the following file types you want to import:

• CSV Files - This option allows you to select a .csv file to load. The following file
names are accepted:

– prcccepi.csv (where ccc = company code/pay group)

– epicccaa.csv (where ccc = company code/pay group and aa = client defined

alphanumeric identifier)

 Pay Data can import a batch with multiple pay groups in one .csv file.

• Fixed Format File - This option allows you to select a fixed format file to load.The
standard filename for the fixed format files is extpayxx.ccc where xx is the batch
ID for the batch EPIP creates and ccc is the company code/pay group.

• Manual Check CSV Files - Select this option to import a manual check .csv file.
For manual checks, the standard filename is *ccman*.csv, where ccc is the pay
group number and * representing any alphanumeric identifier you want to use.

 The alphanumeric identifier can be as many characters as you need. If the pay group
is only two digits, the third position must be an underscore (_).

• 3rd Party Sick Pay CSV Files - Select this option to import a .csv file for third
party sick pay.
7. Select a pay group from the Pay Group field. The Pay Group field is available only if
you select Fixed File Format, Manual Check CSV Files, or 3rd Party Sick Pay CSV
Files options. Selecting a pay group is not required for .csv files since you are allowed
to have multiple pay groups in one file. Pay groups will be loaded based on the file you
select.

8. From the Options area, select the options you want to enable for the import:

• Auto Balance Totals - Select the Auto Balance Totals check box if at least one of the
pay groups you are working with have been set up with the Auto Balance option and
you have selected the CSV Files, Manual Check CSV Files, or 3rd Party Sick CSV
Files option.
The Auto Balance Totals check box allows you to create and load control totals for
EPIP CSV files.

 If you have a least one pay group that has Auto Balance selected on the Pay Data
Options panel (System Admin ~ Security Administration ~ Application ~ Pay Group
Access), then the Auto Balance Totals check box on the Load External Paydata
panel will be available for selection for CSV files. If all pay groups do not have Auto
Balance selected on the Pay Data Options panel, then Auto Balance Totals is
grayed.

However, if you are importing pay information for a pay group for which you do not
have Auto Balance access, the EPIP load program recognizes that you do not have
Auto Balance access, and the Auto Balance button will not be available on the
employee’s Hours/Earnings panel for the imported batch process (Step 2: Enter Pay
Period Information ~ Enter Adjustments: Voids/Corrections).

• .Include in Current Cycle - Select this check box to include the pay data you load in
the current pay cycle.

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6-6 Introduction

• Retain Batch - Select this check box to save the pay data batch you load from pay
period to pay period. Setup for Next Cycle will not delete a retained batch.

• Restrict Access - Select this check box to prevent other users from accessing the pay
data you import.

• Run Audit Only - Select this check box to run an audit report for you to review prior
to saving the pay data.

• Archive Files - Select this check box to archive the pay data file you select.
• Suppress Warning Messages - Select this check box to suppress warnings in the
generated log file.
9. If you want to view the data in Rapid Pay Data Entry, select the view name in the Enter
New or Existing RPDE View field. Available view names include:

• All public views created by any user that are defined with access allowed for the
current user.

• All public views that have no classes defined.

• All restricted views owned by the current user.
 The Enter New or Existing RPDE View option is not available if you select to import
Manual Check CSV Files or 3rd Party Sick Pay CSV Files.

• Enter a new view name that does not currently exist. For view names that do not
exist, Rapid Pay will automatically create the view with the view name entered based
on the fields in the import file.
10. Select the location of the file you want to schedule for loading from the File Path field.

11. Enter the name of the file you want to schedule for loading in the File Name field.

12. Do one of the following:

• If you have selected the Scheduled check box, click Schedule to schedule when the
pay data file is imported using the Schedule Processes panel.
From this panel, you can schedule an import more than once with different
parameters for each import. For more information on using the Schedule Processes
panel, see Chapter 9, “Transmitting Your Payroll to ADP.”

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• Click Load File to display the Pay File Load dialog box.

Figure 6-2. Pay File Load Dialog Box

Select the file you want to import and click OK. This action starts the import
process, which can take a few minutes, depending on the batch size, the bandwidth of
your network connection, and other factors which can affect performance.

 Check the EPIP log file to verify that the batch was imported successfully, and to see
if any batches were split and what names were assigned to the split batches.

You’ve imported your pay data file into ADP Enterprise HR. Next you’ll find information
on viewing the pay data. For imported data file formats, see Appendix F, “File Formats for
Imported Pay Data” and Appendix H, “Importing Pay Data in Fixed Length Format.”

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6-8 Introduction

Viewing Imported Pay Data

Once you import data, you can view it from the Batch Maintenance panel. The type of file
you selected to import data determines where you view the data.
Loading Pay Data
from External Be sure to balance all batches before transmitting them to ADP. For more information on
Sources balancing payroll batches, refer to “Balancing Batch Totals” on page 4-16.
Importing External
Pay Data (EPIP) Viewing Fixed Format File or CSV File
 Viewing Imported
Pay Data
To view a pay data batch in a fixed format or .csv file, do the following:
Viewing the Log 1 . Click Payroll and make the following selections:
File for the External
Pay Data Import

Payroll Cycle ~ Step 2: Enter Pay Period Information

2. Click the Enter Pay Information task. The Search dialog box displays.

Figure 6-3. Search Dialog Box

3. Enter a pay group and click OK. The Batch Maintenance panel displays.

For a description of the

fields on this panel,
press F1.

Figure 6-4. Batch Maintenance Panel

See Chapter 4, “Adding a New Payroll Batch” for more information on using the Batch
Maintenance panel.

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 Introduction 6-9

Viewing Manual Check or Third Party Sick Pay CSV Files

View the pay data in a manual check or third-party sick pay.csv file starting from the Batch
Maintenance panel. After selecting a batch, click Select EE to view the pay data for
employees in the batch. For more information on viewing pay data for employees in a batch,
see Chapter 4, “Accessing a Payroll Batch.”

You’ve viewed the pay data you imported. See the following section, “Viewing the Log File
for the External Pay Data Import,” on page 6-9 for information on viewing import results.

Viewing the Log File for the External Pay Data

Import
After you have imported the external pay data information, you can view a log file that
displays the status for all batches and transactions included in the import process.
Loading Pay Data
from External Follow these steps to view the log file.
Sources
Importing External
1 . Click (Report Outputs) in the ADP Enterprise HR toolbar. The Report Outputs
Pay Data (EPIP)
dialog box displays.
Viewing Imported
Pay Data

 Viewing the Log

File for the
External Pay Data
Import

Figure 6-5. Report Outputs Dialog Box

2. From the File with extension field, select log. The dialog box lists all the available log
files.

Chapter 6: Loading Pay Data from External Sources

Payroll Processing Guide
6-10 Introduction

3. From Locations, located in the left navigation area, click next to the Batch folder to
view a list of pay group folders. Files for a pay group can be found in the specified pay
group batch directory.

 Authorization to view process results through the Batch directory or Batch Archive
directory must be granted through Operator Security. For more information, see the
Application Administrator’s Guide.

Figure 6-6. Report Outputs Dialog Box

4. Select the EPIP log file and click View. The log will be displayed. The name for the log
file is loadepipxxxnnnnn.log, with the xxx being the pay group ID and nnnnn being
the process ID.

You’ve imported and validated payroll batches created by an external source or system into
ADP Enterprise HR.

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 Loading Merit and Bonus Pay Data 6-11

Loading Merit and Bonus Pay Data

You can load the merit and bonus pay data based on the criteria you enter on the HR
Performance Based Pay panels using the Load Merit/Bonus Pay Information task. After HR
has completed the final approvals for the merit and bonus pay, the new bonus payments are
available to be paid. The Load Merit/Bonus Pay Information task loads the pay data entered
by HR tables into pay batches.

For a merit pay increase, an employee’s pay is increased for the current and future. For a
merit lump sum or a bonus, the employee receives a one-time sum that can be paid in a
single payment or spread over several payments.

You can select which merit/bonus pay data to load. Table 6-1 designates the fields you
should fill to select the data you want to load.

Table 6-1. Merit/Bonus Pay Load Options

Performance Pay Group/

Pay These Employees As Of Date Pay Plan ID Group Name
All employees who are eligible by a Enter the date
specific date
All employees in a pay plan Enter the date Select the plan
ID
All employees in a pay group Enter the date Select the pay
group
All employee in a designated plan and Enter the date Select the plan Select the pay
pay group ID group

Loading the merit and bonus pay data has a minimum of three processes:

• You select the criteria for the merit and bonus pay. The Run Audit Only option is
automatically selected. When you run the report, an audit report is created.

• You must review the audit report, which includes employee detail. If the audit report
contains errors, you must fix the errors before you are able to the load the data. If it
contains warnings, you can load the data.

• If the report contains no errors, you are able to load the data. When you access the Load
Merit/Bonus Pay Information task after producing an error free audit report, the Run
Audit Only option is cleared. You can load the merit and bonus pay, which creates a new
batch.
After you have loaded the merit/bonus pay into a batch, you can no longer edit the
merit/bonus pay run control record. You must first delete the batch. For example, if you
need to change the pay group in the run control record after the batch is created in Pay Data
Entry, you must delete the batch. Then you can edit the merit/bonus pay run control record.

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6-12 Loading Merit and Bonus Pay Data

To create the merit/bonus pay run control record, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 2: Enter Pay Period Information

2. Click next to Load Merit/Bonus Pay Information (ALUTL019) task. The Add
dialog box displays.

 To modify existing information, double-click the Load Merit/Bonus Pay Information

(ALUTL019) task, enter the search criteria in the Search dialog box, and click OK. To

preserve history, click (Insert Row) before making changes to the panel.

Figure 6-7. Add Dialog Box

The batch ID is created by ADP Enterprise HR, but you can change it in the Add dialog
box.

3. If necessary, enter a batch name in the Batch ID field and click OK. The Load
Merit/Bonus Pay panel displays.

For a description of the

fields on this panel,
press F1.

Figure 6-8. Load Merit/Bonus Pay Panel

4. In the As Of Date field, enter the date that determines which employees should be paid.

5. In the Performance Pay Plan ID field, select the plan whose employees you want to
include in the pay or you can leave this field blank.

6. In the Pay Group/Group Name field, select the pay group whose employees you want
to include in the payor or you can leave this field blank.

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 Loading Merit and Bonus Pay Data 6-13

7. In the Earnings Type field, select the earnings type to be used for the payment.

8. In the Pay Number field, select the pay number. For separate bonus payrolls, the pay
number is 1. For a separate bonus pay check within a regular payroll run, the pay number
is greater than one.

9. Select a Block Direct Deposit option if you want to block direct deposits. Options
include:

• Block All Direct Deposits - Select this option if all direct deposits (both full and
partial) will be blocked for an employee(s).

• Block Full Direct Deposit - Select this option to block a full direct deposit only.
Other deposits, such as partial direct deposits, will not be blocked with this option
and will still be active.
The Block Direct Deposit option will be loaded for all employees who qualify for the
bonus/merit pay, whether or not they are set upwith the type of direct deposit that is being
blocked. Employees who should not have the block will display on the Batch Errors panel
in the Create ADP Payroll File task (for more information on this task see “Correcting
Batch Errors” on page 9-15). These errors will have to be corrected prior to running PFT.
To prevent a large amount of error clean-up, only use this option if the majority of the
employees have the Direct Deposit type that is being blocked.

 Direct deposit blocks can only be assigned to an employee pay whose pay group is set
up for direct deposit blocks on the Autolink Control panel (Payroll ~ Company
Information ~ Company and Pay Group Options ~ Pay Group Options).

If all employees in the batch do not have the type of direct deposit you are blocking,
Autolink will not process the batch.

10. Select the Block Deferred Compensation check box if you want to block deferred
compensation deductions which include the following.

• 401(k)
• 408(k)
• 408(p)
• 414(h)
• 457
• 501(c)
11. In the Tax Freq field, select the frequency. The tax frequency is applied.

 You cannot use a tax frequency and a paycheck tax frequency together.

12. In the Temporary Department field, select the department or leave it blank. If you use
this field, all employees who qualify for the bonus pay have the same temporary
department.

 Temporary Department will only be assigned to employees whose pay group labor
distribution type is cost number on the Autolink Basic Pay Group panel (Payroll ~
Company Information ~ Company and Pay Group Options ~ Pay Group Options).

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6-14 Loading Merit and Bonus Pay Data

13. In the Temporary Cost Number field, select the cost number or leave it blank. If you
use this field, all employees who qualify for the bonus pay have the same temporary cost
number.

 Temporary Cost Number will only be assigned to employees whose pay group labor
distribution type is cost number on the Autolink Basic Pay Group panel (Payroll ~
Company Information ~ Company and Pay Group Options ~ Pay Group Options) is Cost
Number.

14. Select a Paychk Tax Freq to use with the merit pay. The selected tax frequency will
apply to all employees meeting the criteria for the merit pay and having the pay number
selected for this run control. The paycheck tax frequency selected must match any other
paycheck tax frequency posted for the same employee and pay number in any other
current pay data batch.

 The pay group must be set up for proportionate labor distribution in order to use the
Paycheck Tax Freq field. The Paycheck Tax Freq field cannot be used if the current
payroll transmittal record includes a special effect of 10, 13, 14, or 15 which indicates a
bonus payroll. For more information, see the Company Setup and Maintenance Guide.

15. In the Select Run Options area, select one or more of the following check boxes:

• Run Audit Only - Select to run an audit report for you to review. This option is
automatically selected when you create a merit/bonus pay control record. After you
run an error free audit report, you can clear this check box. If this check box is
selected, no pay data is loaded.

• Auto Balance Totals - The Auto Balance Totals check box allows you to create and
load control totals for the pay data files.You can select the Auto Balance Totals check
box if all the pay group(s) you are working with have been set up with the Auto
Balance option (System Admin ~ Autolink Setup (Required) ~ Security ~ Pay Group
Access ~ Pay Data Options).

• Include in Current Cycle - Select this check box to include the pay data you load in
the current pay cycle.

• Pay Terminated Employees - Select to pay employees who have been terminated
since HR gave approval to pay a bonus.

• Retain Batch - Select this check box to save the pay data. You can then choose to
include it in a future pay cycle.

• Restrict Access - Select this check box to prevent other users from accessing the pay
data. A super user set up with access to a pay group has access to all batches in the
pay group.
16. Select a Rapid Pay Data Entry view from the Rapid Pay View Name field to create the
batch in Rapid Pay Data Entry. Selecting the option Not Accessed in RPDE will create
the batch in Pay Data Entry.

17. Click (Save).

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 Loading Merit and Bonus Pay Data 6-15

The following figure shows an example of a completed Load/Merit Bonus Pay panel.

For a description of the

fields on this panel,
press F1.

Figure 6-9. Load Merit/Bonus Pay Panel

18. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has completed, you can view your file through
the Process Monitor by clicking .

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. For details on sources, sort order, and an illustration of the report, see
the Standard Reports Guide.

You’ve added a merit/bonus pay run control record that determines which pay data entered
in the HR tables is loaded into pay batches.

Chapter 6: Loading Pay Data from External Sources

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6-16 Importing the Concur Expense eXpert File

Importing the Concur Expense eXpert File

You can import Concur Expense files which contain pay data for multiple pay groups. One
batch is created for each pay group identified in the import file. For each pay group in the
file, the batch ID of Expense eXpert is generated. If another file is loaded during the same
pay cycle, a sequence number appends to the end of the batch ID. For example, a second file
would be named Expense eXpert 0001.

The import feature allows you to load a file from the batch/temp directory. Any pay group
security that you have set up for the batch/temp directory adds a layer of security when you
are importing your pay data files.

 You must select the Batch Directory Security by Pay Group option on the Autolink panel
(System Admin ~ Security Administration ~ Application ~ Basic Options). For more
information on setting up batch security, see “Establishing Access to the Batch File Directory,”
in the Application Administrator’s Guide.

The Import Expense eXpert Payments task recognizes files with the .exp extension. Before
you can import your expense file into ADP Enterprise HR, you must rename the file with the
.exp extension.
The Concur Expense eXpert file extension must be .EXP or .exp.

To import the Concur Expense eXpert data file, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 2: Enter Pay Period Information

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 Importing the Concur Expense eXpert File 6-17

2. Double-click the Import Expense eXpert Payments task. The Load External Paydata
panel displays.

For a description of the

fields on this panel,
press F1.

Figure 6-10. Load External Paydata Panel

3. In the Run Control ID field, enter the ID you want to use. It cannot contain any spaces.
In order to save the selected parameters for the process and/or schedule the process
through the Process Scheduler, you must create a run control ID for the process.

 You must create the run control ID and save the process regardless or whether you are
manually running the process now or scheduling it to run later. Once you save, the run
control ID is grayed out and cannot be changed.

4. Select the Scheduled check box if you want to schedule an expense data file import. The
Schedule button becomes available. The Scheduled check box is available only after
you enter a Run Control ID.

5. To review the import log prior to loading the pay data file, select the Run Audit Only
check box.

6. To display only errors in the log file, select the Suppress Warning Messages check box.

7. If you want to view the data in Rapid Pay Data Entry, select the view name from Rapid
Pay View Name field. Available view names include:

• All public views created by any user that are defined with access allowed for the
current user.

• All public views that have no classes defined.

• All restricted views owned by the current user.
8. Select the location of the file you want to schedule for loading from the File Path field.

9. Enter the name of the file you want to schedule for loading in the File Name field.

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6-18 Importing the Concur Expense eXpert File

10. Do one of the following:

• If you have selected the Scheduled check box, click Schedule to schedule when the
pay data file is imported using the Schedule Processes panel.
From this panel, you can schedule an import more than once with different
parameters for each import. For more information on using the Schedule Processes
panel, see Chapter 9, “Transmitting Your Payroll to ADP.”

• Click Load File to display the Pay File Load dialog box.
The following is an example of a completed Load External Paydata panel.

For a description of the

fields on this panel,
press F1.

Figure 6-11. Load External Paydata Panel

11. When you are ready to load the pay data file, click Load File. The Expense File Load
dialog box displays.

 Only expense data files with an .exp extension display in the list.

Figure 6-12. Expense File Load Dialog Box

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 Importing the Concur Expense eXpert File 6-19

12. Select the file you want to import and click OK. This action starts the import process,
which can take a few minutes. The Batch Process Request dialog box displays.

Figure 6-13. Batch Process Request Dialog Box

13. Click OK. You will receive a message notifying you that your process has been
submitted.

14. Click OK again.

When the process has completed, you can view your file through the Process Monitor by
clicking .

 You can also schedule an import. For more information on using the Schedule
Processes panel, see Chapter 9, “Transmitting Your Payroll to ADP.”
For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You’ve imported your Concur Expense eXpert pay data file into ADP Enterprise HR.

See the section, “Viewing Imported Pay Data” on page 6-8 for information on viewing the
pay data.

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6-20 Importing the Concur Expense eXpert File

Chapter 6: Loading Pay Data from External Sources

Payroll Processing Guide
Chapter 7
Performing Rapid Pay Data Entry

PAGE TOPIC

7-2 Introduction
7-3 Setting Up Security for Rapid Pay Data Entry
7-4 Logging in to Rapid Pay Data Entry
7-7 Navigating Rapid Pay Data Entry
7-14 Displaying or Using a View
7-16 Creating Custom Views
7-30 Editing a View
7-33 Using Data Entry Features
7-41 Setting Up Preload Data
7-50 Producing Payroll Batches

Chapter 7: Performing Rapid Pay Data Entry

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7-2 Introduction

Introduction

If your hourly employees have standard hours and are paid automatically each pay cycle,
you enter only their exceptions to that pay in Pay Data Entry or Rapid Pay Data Entry.
Exception data for automatic pay includes hours for overtime, vacation, holidays, and other
non-standard hours. For employees who are not paid standard hours, you must enter all the
hours to be paid to the employee for that pay cycle.

Rapid Pay Data Entry provides an additional method of entering exception pay data into
ADP Enterprise HR using a spreadsheet view. You can customize the format by creating and
modifying views to hide or display optional columns, change column headings, and
automatically insert default data values. You can also preload employee data into the
spreadsheet view and import and export employee data with another application, such as
Microsoft Excel. You can enter or edit employee payroll data using standard Windows
editing commands such as Cut, Copy, and Paste.

Hours and earnings are keyed into the Rapid Pay Data Entry spreadsheet format. When you
save the payroll data, it is available for payroll processing in Pay Data batches.

You can enter Pay Data batches and hold the batches for a future cycle. For example, you
can enter data for a special payroll, like a bonus or vacation payroll. Then you select the pay
cycle in which you want to include the batch.

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 Setting Up Security for Rapid Pay Data Entry 7-3

Setting Up Security for Rapid Pay Data Entry

For security, only pay groups that are set up through ADP Enterprise HR for each user are
available in Rapid Pay Data Entry. The display for Social Security Numbers is set through
individual user’s profiles.

In addition, a user can be restricted from editing views through the RPDE Options panel.
Once the user is restricted the Edit Views menu item is not available.

For more information, see the Application Administrator’s Guide.

You’ve now reviewed security for Rapid Pay Data Entry.

Chapter 7: Performing Rapid Pay Data Entry

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7-4 Logging in to Rapid Pay Data Entry

Logging in to Rapid Pay Data Entry

You access Rapid Pay Data Entry through a link on the Self Service Practitioner Home page.
Using this link you can go directly to the Rapid Pay Data Entry application without signing
on again. You must be registered for ADP Self Service, be assigned profile ID (operator ID)
in Rapid Pay Data Entry, and be designated as a practitioner in ADP Self Service.

 With Internet Explorer Version 8 or higher, you can open multiple sessions by clicking New
Session from Internet Explorer’s File menu. A new browser window, one that does not share
session cookies with the original browser, opens for you to log on as a different user.

To login into Rapid Pay Data Entry, do the following:

1. Access the URL for Self Service, https://portal.adp.com. The Self-Service Login page
displays.

Figure 7-1. Self-Service Portal Login Page

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 Logging in to Rapid Pay Data Entry 7-5

2. Enter your User Name and Password and click OK. The Portal Integration
page appears.

Figure 7-2. Portal Integration Page

 Your page may appear differently depending on how your company has been set up and
your security access.

3. From the Payroll tab, select Rapid Pay.

 You may be prompted to run the certified Java version. For more information, see the
Using Java for ADP Enterprise HR Guide.

Chapter 7: Performing Rapid Pay Data Entry

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7-6 Logging in to Rapid Pay Data Entry

When your user profile and password have been automatically confirmed, the Rapid Pay
Data Entry desktop displays.

 If you are inactive for 18 minutes after logging in, a warning notifies you that your session
is about to time out. Click OK to resume the session or Cancel to close the session.

Figure 7-3. Rapid Pay Data Entry Desktop

This completes the procedure for logging on to Rapid Pay Data Entry.

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 Navigating Rapid Pay Data Entry 7-7

Navigating Rapid Pay Data Entry

Rapid Pay Data Entry (RPDE) simplifies your payroll data entry and processing, providing
easy-to-access navigation options and offering multiple ways to complete your tasks. This
section describes the navigation tools and shortcuts you can use when working with RPDE.

Information for navigation consists of the following:

• Accessing Tasks from the Toolbar

• Using Right Mouse-Click Options
• Using Shortcuts
• Using the Menus and Menu Options

Accessing Tasks from the Toolbar

Use the toolbar buttons, located at the top of each Rapid Pay Data Entry window, to perform
the most common tasks, such as Save, Insert Row, and Close. A tool tip that identifies each
Navigating RPDE button displays when you move your mouse cursor over the button.
 Accessing Tasks Figure 7-4. Rapid Pay Data Entry Toolbar
from the Toolbar

Using Right
Mouse-Click Options

Using Shortcuts
New Open Save Print Insert Delete Insert Show Export Import Refresh
Using the Menus and Row Row Employee Results Results Data Data
Menu Options in Excel to CSV from File
File

See Table 7-2 on page 7-9 for more information about options.

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7-8 Navigating Rapid Pay Data Entry

Using Right Mouse-Click Options

You can use the right mouse button to access popup menu options. The options include Add
Deductions, Find, Preload, Sort by Order Entered, Totals, Insert Row W/Emp, Show
Employee Info, Copy, Cut, and Paste.
Navigating RPDE
Accessing Tasks
from the Toolbar

 Using Right
Mouse-Click
Options

 Using Shortcuts
Using the Menus
and Menu Options

Figure 7-5. Right Mouse-Click Options

See Table 7-2 on page 7-9 for more information about options.

Using Shortcuts
The following function and shortcut keys give you quick access to a task.

Table 7-1. Rapid Pay Data Entry Spreadsheet Shortcuts

Description Function Keys

Move to the beginning of the line/row you are on. Home
Move to the first data row and first cell/column. Ctrl + Home
Move to the end of the line/row you are on. End
Move to the last row and last column. Ctrl + End

See Table 7-2, “Using RPDE Menus and Shortcuts,”on page 7-9 for more information about
all function and shortcut keys used in RPDE.

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 Navigating Rapid Pay Data Entry 7-9

Using the Menus and Menu Options

The menu bar is displayed at the top of the RPDE window. The three most common tasks
are listed on the desktop: New, Open, and Import. The menu options provide access to all
Navigating RPDE
available RDPE tasks.
Accessing Tasks from
the Toolbar

Using Right
Mouse-Click Options

Using Shortcuts

 Using the Menus and

Menu Options

Figure 7-6. Rapid Pay Data Entry Navigation

The following lists Rapid Pay Data Entry menus and shortcuts.

Table 7-2. Using RPDE Menus and Shortcuts

Toolbar
Menu Icons Description Shortcut
File From the File menu you can create a new pay None
batch, open an existing pay batch, search for a
pay batch, save a pay batch, close a panel or
window, print, and exit the product.
New Displays a New dialog box from which you select Ctrl+N
a pay group and/or view to create a new payroll
batch.
Open Displays the Open panel where you choose an Ctrl+O
existing payroll batch to open.
Search Displays the Employee Search dialog box which Ctrl+E
you can use to locate a specific employee.
Save Saves your current payroll batch. Ctrl+S
 An hour glass icon displays to indicate that the
payroll batch is being saved.

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7-10 Navigating Rapid Pay Data Entry

Table 7-2. Using RPDE Menus and Shortcuts (cont.)

Toolbar
Menu Icons Description Shortcut
Save As The first time you save a payroll batch, you can Ctrl+S
choose to retain the batch for a future payroll. For
example, if you create a batch that contains bonus
pay, you can retain it and select it for a future
payroll. If you select to retain a batch, you must
also select to either include or not include in the
current cycle.
Rapid Pay Data Entry also lets you restrict a
payroll batch. If you restrict the batch, only the
profile ID (operator ID) that was used when the
batch was created or a super user for the pay
group has access to it. You can save the file
repeatedly while you are entering data.
Close The Close option will prompt you to save if you None
haven’t saved before closing the window.

Print Prints your spreadsheet information. Ctrl+P

Exit Closes RPDE. None

Edit From the Edit menu you can cut, copy, and paste None
pay data, or you can clear an entire column of
data. You can open the Find dialog box to find
data and then you can select Find Next to
continue the search. Additionally, the menu
includes: Insert Row, Delete Row, Fill Column,
Insert a row and an employee.
Cut Moves selected data to the clipboard. Cut only Ctrl+X
works on a single cell and it does not cut the data
from the Employee ID, Name, Social Security
Number, or Employment Record Number
columns.
Copy Copies selected data to the clipboard. Copy works Ctrl+C
only in single cells when copying from a single
cell, this function is disabled in the Employee ID,
Name, Social Security Number, and Employment
Record Number columns.
Paste Copies data from the clipboard to the selected Ctrl+V
location. If a single cell is cut or copied, this
function is enabled only when a single cell is
highlighted in the same column the data was
originally cut or copied from.

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 Navigating Rapid Pay Data Entry 7-11

Table 7-2. Using RPDE Menus and Shortcuts (cont.)

Toolbar
Menu Icons Description Shortcut
Clear Removes all of the data in the column you select. Ctrl+R
Column To clear all of the data in a column, click a cell in
the column.
Find, Find Find searches the spreadsheet for the information Find:
Next you choose.
Ctrl+F
Enter the information you want to find and click
Find.
Find Next:
Select Find Next to search the spreadsheet for the
next instance of the item you entered in the Find F3
option.
Insert Row To add a row, click a cell in the Row Number F7
column and then click Insert Row.
The selected row becomes the new row with the
previous row moving below it. This function is
disabled if the number of rows to be inserted
exceeds the limit of 2000.
Delete Row To delete a row, click a cell in the Row Number F8
column and then click Delete Row. The row
below becomes the current row.
Fill Column Copies the data from the active cell (the cell with Ctrl+U
the highlight border) to all other cells in the
selected column. This function only works in a
single column at a time.
To use Fill Column, copy one cell. Then click a
cell in the column that you want to fill. From the
Edit menu, click Fill Column. The entire column
is filled.
This option is disabled in the Employee ID,
Name, Social Security Number, and Employment
Record Number columns. This command only
fills rows that have an employee ID.
Insert Row Inserts a blank row with employee default Ctrl+E
W/Empl information for the employee you select. For
example, the default information includes the
employee name and file number.
To use Insert Row W/Emp, click a cell in the
employee’s row and select Insert Row W/Emp.
Data From the Data menu you can access Validate, None
Preload, Totals, Adds, Insert Employee, Refresh
Data, Show Results in Excel, Import, Export
Validate Validates the data in the payroll batch. None

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7-12 Navigating Rapid Pay Data Entry

Table 7-2. Using RPDE Menus and Shortcuts (cont.)

Toolbar
Menu Icons Description Shortcut
Preload Load a set of data, called a preload, into the view. F9
Totals Totals are maintained for Regular, Overtime, and Ctrl+T
Other hours and earnings, taxes, deductions, and
memo entries for a payroll batch.
Add Adds deductions to a view. None
Deductions

Insert Add an employee to the current batch. F4

Employee

Refresh Refreshes the information displayed. F5

Data

Show Opens the current spreadsheet in Excel. None

Results in
Excel

Import Displays the Import File dialog box from which None
you can import a .csv or .rpd file.
Export Displays the Export to CSV File dialog box to None
export the current spreadsheet.
Sort From the Sort menu, you can select from several
sort options.
Custom Displays the Sort Spreadsheet Data dialog box
Sort from which you can apply three levels of data
sorting for the payroll spreadsheet. With each
level, you can choose the sort to be in ascending
or descending order.
Sort options include:
• Sort by
Select the first data item for the primary sort
field.
• Then by
Select the second item for the secondary sort
field.
• Then by
Select the third item for the tertiary sort field.
Sort by Sorts the spreadsheet data by the order in which it Ctrl-D
Order was entered.
Entered

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 Navigating Rapid Pay Data Entry 7-13

Table 7-2. Using RPDE Menus and Shortcuts (cont.)

Toolbar
Menu Icons Description Shortcut
Dept. or Click the column name to sort by that name. None
Cost
Number • PR Department by Name
• PR Department by File Number
• HR Department by Name
• HR Department by File Number
• Cost Number by Name
• Cost Number by File Number
Options From the Options menu, you can edit a view, None
show individual employee information, show a
list of employees that are excluded from the
payroll batch, and view Help.
Edit Views Opens the Edit Views dialog box where you can None
edit views, view employee information, and
display the EE exclude list.
Show Displays a separate window with the selected None
Employee employee’s information.
Info

Show EE Displays a list of employees who are active, on None

Exclude leave, or suspended, but who will be excluded
List from the payroll batch.
Select this check box to view a list of employees
from the batch that you don’t have access to.
Access to employee information is determined by
your department security settings.
 You can only view this list if the option to view
the excluded employees is selected on the
Autolink Controls panel. See the Company
Setup and Maintenance Guide for more
information on the Autolink Controls panel.

Help From the Help menu, you can view Rapid Pay F1
Data Entry Help, Online Manuals, and the About
Rapid Pay Data Entry dialog box.

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7-14 Displaying or Using a View

Displaying or Using a View

Rapid Pay Data Entry displays specified fields as columns in a spreadsheet view. ADP
Enterprise HR provides sample views that contain different fields. You can either configure
these views or add your own new views.

If you select a pay group that has a labor allocation type, Rapid Pay Data Entry does not
allow you to select a view that contains a column with a different labor allocation type. For
example, if 55P has Department Number as its labor allocation type, you can’t open a view
that contains the Temp Cost # column. An error message displays.

To display a view, do the following:

1. From the File menu, select New. The New dialog box displays. All pay groups that you
have access to and views you created display in the New dialog box initially.

For a description of the

fields on this panel,
click Help.

Figure 7-7. New Dialog Box

2. In the Pay Group and/or Description field, enter a full or a partial value and click Find.
The list of pay groups that match your entry display.

 To display the complete list of pay groups, clear the values from the Pay Group and
Description fields and click Find.

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 Displaying or Using a View 7-15

3. To display views, do one of the following:

• In the View Name field, enter a full or a partial value and click Find. The list of
views that match your entry display.
The views listed will default to views that your profile ID (operator ID) has created.

• To view all non-restricted views created by all users, select the Show All Views
check box and click Find. The following displays:

– All public views created by any user that are defined with access allowed for the
current user.

– All public views that have no classes defined.

– All restricted views owned by the current user.
4. Select a Pay Group and View from the lists, and click OK. The Autolink Rapid Pay Data
Entry spreadsheet displays with an empty view. Figure 7-8 shows an example of the
Timesheet view.

For a description of the

fields on this panel,
press F1.

Figure 7-8. Timesheet View

 Your user security profile controls the display of Social Security Numbers through the
SSN Display Options field on the Profile panel (System Admin ~ Security
Administration ~ Operator ~ Profile). For more information, see the Application
Administrator’s Guide.

With an open view, you can enter data. For more information, see “Producing Payroll
Batches” on page 7-50. In addition, you can use the prompt function to select data for
entering into cells. For more information, see “Inserting Employees into a Batch”
on page 7-35.

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7-16 Creating Custom Views

Creating Custom Views

You can modify the views delivered with Rapid Pay Data Entry or build new views to match
your data entry forms and procedures. This section describes design considerations for
views and the procedures for building views.

Information for views consists of the following:

• Understanding Column Types

• Creating a New View
• Copying a View
• Editing a View
• Deleting a View

Understanding Column Types

A view consists of columns that correspond to the fields in pay data entry. Types of columns
are:
Creating Custom
Views • Columns that contain data about the employee and his or her job. These include
 Understanding
Employee ID, Job Code, Account Code, and Department ID. These values are
Column Types validated against the ADP Enterprise HR tables.
Creating a New • Columns that have a set earnings code with an entered amount or hours. These columns
View
are called Hours/Earnings columns. You can use up to thirty combined earnings type
Copying a View columns in a view.
Editing a View
When you design a view, you should consider the types of data that you frequently need to
Deleting a View enter as exception data before you decide which columns to show in the view.

For example, if you frequently enter bonus amounts during the payroll process, you might
want to create a view that contains the following columns: File Number, Employee ID,
Employee Name, and Bonus Amount.

During data entry, you enter only the file number and the amount of the bonus. The earnings
code for the bonus can be associated to the amount of the bonus through a combined
earnings column. To define the characteristics of a combined earnings type, you assign a
name to the column, associate an earnings code, and select whether the value should be
hours or an amount. You can also assign a default value to the column. The Timesheet view
delivered with Rapid Pay Data Entry contains several examples of combined earnings
columns.

If you include any tax columns in your view, an action column is paired with the tax column
and you must select an action for the tax. For example, if you add the Federal Tax column to
your view, a Fed Action column is also created for you automatically in the spreadsheet.

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 Creating Custom Views 7-17

You can create a view based on the pay group level labor distribution type. For example, if
pay group ABC has N/A or Department Number for its labor distribution type on the
Autolink Basic Pay Group panel (Payroll ~ Company Information ~ Company and Pay
Group Options ~ Pay Group Options), you select Temp Department to display on the
spreadsheet. If your pay group is set up with Cost Number as its labor distribution type, you
select Temp Cost Number.

When you create a view with allocation columns, the following is true:

• You cannot select the Temp Department and Temp Cost Number columns in the same
view.

• You cannot select the Job Cost Number and Temp Cost Number columns in the same
view.

Using Temporary Cost Numbers for a View

If your pay group is set up with Cost Number as its labor distribution type, you can add the
Temp Cost Number column to a view and use it to designate the cost number allocation for
the hours/earnings entry.

If you create a view with allocation columns, you cannot use:

• Temp Department and Temp Cost Number columns in the same view.
• Job Cost Number and Temp Cost Number columns in the same view.
In order to use temporary cost numbers for labor distribution, you must first do the
following:

1. Set the pay group’s labor distribution as cost number in ADP Enterprise HR (System
Admin ~ Autolink Payroll Setup (Required).

2. Create the master cost numbers (System Admin ~ Autolink Payroll Setup (Optional) ~
Cost Numbers ~ Master Cost Numbers).

3. Designate the cost number(s) you want to use for a specific pay group (System Admin ~
Autolink Payroll Setup (Optional) ~ Cost Numbers ~ Cost Numbers by Pay Group).

4. Create the segments for the cost numbers if you are using segmented cost numbers
System Admin ~ Autolink Payroll Setup (Optional) ~ Cost Numbers ~ Cost Number
Detail by Pay Group).

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7-18 Creating Custom Views

Once the cost numbers are set up, you can then select them during pay data entry for the
Temp Cost Nbr column.

1. Press F4 to display the list of valid temporary cost numbers you can use for an entry.

2. Do one of the following:

• If you are using a standard cost number whose complete value is pulled from the
Cost Number by Pay Group panel, the Temporary Cost Number dialog box displays.

For a description of the

fields on this panel,
click Help.

Figure 7-9. Temporary Cost Number Dialog Box

Select the temporary cost number you want to use and click OK. The selected
temporary cost number is entered into the Temp Cost Nbr column.

Or

• If you are using segmented cost numbers whose value is pulled from an existing
field, the Temporary Cost Number Detail dialog box displays.

For a description of the

fields on this panel,
click Help.

Figure 7-10. Temporary Cost Number Detail Dialog Box

Select the value for each segment of the temporary cost number you want to use and
click OK. The selected temporary cost number is entered into the Temp Cost Nbr
column.

You have learned about column types used in a Rapid Pay Data Entry view. Next, you can
create a new view in Rapid Pay Data Entry.

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 Creating Custom Views 7-19

Creating a New View

When you create a new view, you can customize its look. Custom views consist of the
following procedures:
Creating Custom
Views • Displaying Columns in a View
Understanding
Column Types
• Ordering Columns in a View
 Creating a New • Assigning Headings to Columns
View

Copying a View
• Assigning Default Values to Columns
Editing a View • Defining Combined Earnings Columns
Deleting a View
When you design a view, you can create a single view that has multiple column headings
that apply to different pay groups. If a column heading is not valid for a pay group and that
pay group opens the view, the pay group will only see the headings that are valid for that pay
group.

For example, pay group ABC has a view with Regular, Overtime, and Bonus Earnings called
PayDay. But, pay groups XYZ don’t need the Bonus Earnings field in their views. So, when
pay group ABC creates a new batch and selects the PayDay view, all three earnings
columns--Regular, Overtime, and Bonus Earnings--will display for data entry in the view.
But, when pay groups XYZ create a new batch and choose the PayDay view, these pay
groups will see only two earnings columns--Regular and Overtime--the Bonus Earnings
column is hidden for XYZ pay groups.

To create a new view, do the following:

1. In the Options menu, click Edit Views. The View Operations dialog box displays.

For a description of the

fields on this panel,
press F1.

Figure 7-11. View Operations Dialog Box

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7-20 Creating Custom Views

2. Click New. The Edit View dialog box displays.

For a description of the

fields on this panel,
click Help.

Figure 7-12. Edit View Dialog Box

3. Enter a name for the view in the Name field. As you enter the name, it defaults to upper
case, which is the requirement for view names.

4. To prevent all other users from using, modifying, or deleting this view, select the Restrict
Access check box, which is available only if you are the owner of the view.

5. Click Operator Access to assign access rights to the view.

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 Creating Custom Views 7-21

6. Select the check box next to each column name you want to add to the view. For more
information about displaying columns, see “Displaying Columns in a View”
on page 7-22.

 You can define multiple hours/earnings, deduction, and memo column headings which
are listed in the column list box of the Edit View panel. You can create up to 30
hours/earnings field types, 30 deduction field types, and 20 memo field types.

When you right click a

heading name from the
list, the EPIP CSV and
Fixed format field
description displays.

Figure 7-13. Edit View Dialog Box

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7-22 Creating Custom Views

7. Define each column you add as needed, such as the name of the column heading, and
click OK to save the view.

 Column headings in a view must be unique to save the view. To make a column heading
unique, for example, a heading can include different words, extra spacing, or upper and
lower case changes. If the column heading you create is exactly the same as a previous
heading, you will see an error message when you click OK telling you that there are
duplicate column heading names. Once the error appears, you will be able to change the
column heading that is duplicated to a unique heading.

The View Operations dialog box displays with the new view name listed in the view
column.

For a description of the

fields on this panel,
press F1.

Figure 7-14. View Operations Dialog Box

This name appears in the Select a View dialog box when you create a new payroll batch.

8. Click to close the View Operations dialog box.

Displaying Columns in a View

The Column list box in the Edit View dialog box (see Figure 7-13) displays a list of column
names you can include in a view. Column names correspond to fields. The columns with a
check are included on the view.

The type of column you select determines the options that display (on the right-hand side of
the Edit View dialog box). For example, if you select Social Security Number from the
column list, the Column Heading field displays and you can enter the heading you want to
display on the view for the Social Security Number.

 If the payroll includes earnings from a prior period, select the Other Period Dates check box.
You can enter either the default Begin Date or the default End Date column. However,
before you can save the batch or spreadsheet using that view, you must enter or import the
actual OPBED data, following the requirements described in Table F-1 on page F-11.

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 Creating Custom Views 7-23

Ordering Columns in a View

The File Number column in the Edit View dialog box, as shown in Figure 7-13, is a
required column and always appears as the first column in a view. You can change the order
of columns by highlighting the column name and dragging it to another position in the list.

Assigning Headings to Columns

You can assign any heading to any column in the Edit View dialog box, as shown in
Figure 7-13. For example, you might want to rename a column to match your data entry
forms or timesheets. To rename a column, highlight the column name in the list box and
enter a new name in the Column Heading field.

Assigning Default Values to Columns

You can assign a default value to many of the columns (such as Earnings Code, Amount,
and Hours) in the Edit View dialog box, as shown in Figure 7-16. To assign a default value
to a column, highlight the column heading in the list box and enter a value in the Default
Value field.

Entering a Formula in a Column

You can enter a formula in an earnings/hours column. You can manually enter the formula
in the formula field or use the formula wizard to assist in the formula creation.

You can enter a formula to perform different calculations, such as:

• The average of three payroll rates for an employee

• An earnings amount based on the date
• A bonus based on the years of service
For more information about using the Formula Wizard, see Appendix E, “Rapid Pay Data
Entry Formula Wizard.”

Defining Combined Earnings Columns

Combined Earnings columns allow you to define and enter more than one earnings code
for an employee on one line of the spreadsheet. You can define up to 30 columns with a
preset earnings code and column type. For example, you could create one column for bonus
hours and one column for the bonus amount in the same view.

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7-24 Creating Custom Views

To define a Combined Earnings column, do the following:

1. Start from the Options menu and select Edit Views. The View Operations dialog box
appears.

For a description of the

fields on this panel,
click Help.

Figure 7-15. View Operations Dialog Box

2. From the View Operations dialog box, select Edit. The Edit View dialog box appears.

For a description of the

fields on this panel,
click Help.

Figure 7-16. Edit View Dialog Box

3. Click an Hours/Earnings column name. Additional column fields appear in the list box.

4. If you want to restrict other users from seeing this view, select the Restrict Access check
box, which is available only if you are the owner of the view.

5. Enter a heading for the column in the Column Heading field.

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 Creating Custom Views 7-25

6. In the Type of Value area, select either the Hours option or the Earnings Amount
option.

7. Select an earnings code from the Earnings Code field area. The options are:

• Regular
• Overtime
• Other
 If the earnings code type is neither regular nor overtime, select Other, then select the
type of earnings code from the drop-down list.

8. If you want a default value in this field for every employee as each is inserted into the
spreadsheet, select the Default Value option and then enter a value.

 If you select this option but enter no value, the field will be blank or zero when you add
an employee to the spreadsheet, and you will have to enter a value for each employee.

 The default value can be overridden for each employee.

9. Click OK to save the view.

Defining Columns to Block Direct Deposit or Deferred

Compensation
You can block deferred compensation deductions and direct deposit deductions at the pay
level for an employee. Before you can use the block features, these options must be selected
for your pay group on the Autolink Controls panel. See the Company Setup and
Maintenance Guide for more information on the Autolink Controls panel.

To add these blocks to a view, do the following:

1. From the Options menu, select Edit Views. The View Operations dialog box displays.

For a description of the

fields on this panel,
press F1.

Figure 7-17. View Operations Dialog Box

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7-26 Creating Custom Views

2. From the View Operations dialog box, select Edit. The Edit View dialog box displays.

For a description of the

fields on this panel,
press F1.

Figure 7-18. Edit View Dialog Box

3. Select the check box next to the Block Direct Deposits and/or Block Deferred Comp
column name to add to the view.

 If your pay group doesn’t have blocking activated, you will still be able to select the
Block Direct Deposits and Block Deferred Comp options; however, since they are not
active options for your pay group, these options will not display in the spreadsheet.

For more information about displaying columns, see “Displaying Columns in a View”
on page 7-22. Next, learn how to copy a view.

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 Creating Custom Views 7-27

Defining Columns for Pennsylvania Local Services Tax

If you have Pennsylvania local services tax (PA LST) codes set up, you can add these tax
codes to a Rapid Pay Data Entry view. PA LST codes are manually set up for each
applicable pay group.

PA LST fields will be available in Rapid Pay Data Entry depending on the dates set for the
Start Qtr and Year field dates on the Autolink Basic Pay Group panel. These fields
determine when the Pennsylvania local service taxes will be calculated by AutoPay.
AutoPay won’t accept any tax codes before these dates.

For more information about the Autolink Basic Pay Group panel, see the Company Setup
and Maintenance Guide.

From the RPDE spreadsheet, the PA LST codes are automatically populated from the
employee’s tax information data. For each Local Service column in the spreadsheet, there is
also a Local Service Operator column and a Local Service Code column.

To define PA LST columns in RPDE, do the following:

1. From the Options menu, select Edit Views. The View Operations dialog box displays.

For a description of the

fields on this panel,
press F1.

Figure 7-19. View Operations Dialog Box

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7-28 Creating Custom Views

2. From the View Operations dialog box, select Edit. The Edit View dialog box displays.

For a description of the

fields on this panel,
press F1.

Figure 7-20. Edit View Dialog Box

3. Select the State Tax Code check box, then select Pennsylvania for the Default Value as
shown below.

Figure 7-21. Edit View Dialog Box

4. Select the check box next to the Taxes Local Service1 or Taxes Local Service2 column
name to add to the view and click OK to save the view.

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 Creating Custom Views 7-29

Copying a View
You can copy a view, rename it, and edit it.

Creating Custom To copy a view, do the following:

Views
1. From the Options menu, select Edit View. The View Operations dialog box appears.
Understanding
Column Types

Creating a New
View

 Copying a View
Editing a View

Deleting a View

Figure 7-22. View Operations Dialog Box

2. In the View Operations dialog box, click Copy. The Copy View dialog box displays.

Figure 7-23. Copy View Dialog Box

3. Enter the name of the copied view and click OK. The new view name displays in the
View Operations dialog box.

 As you enter the name, it defaults to upper case, which is the requirement for view
names.

You have just copied a Rapid Pay Data Entry view. Next, learn how to edit a view.

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7-30 Creating Custom Views

Editing a View
You can edit a public view whether or not you created it.

Creating Custom When you choose to edit a view that is currently used in a batch, you will receive a warning
Views message that notifies you that it is in use. If you delete fields from a view that is in use, you
can potentially cause issues. Any data that was entered in the fields you have deleted from
Understanding
Column Types the view remain in the pay data tables and is transmitted with the batch. However, when you
open the batch you will no longer see the fields in the view because they are deleted from the
Creating a New
View view.
Copying a View Prior to deleting any fields in a view used by one or more batches, you should notify other
 Editing a View users who are using the view. The users should print and review pay data reports before
transmitting their payroll.
Deleting a View

To edit a view, do the following:

1. From the Options menu, select Edit View. The View Operations dialog box appears.
.

For a description of the

fields on this panel,
click Help.

Figure 7-24. View Operations Dialog Box

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 Creating Custom Views 7-31

2. In the View Operations dialog box, click Edit. The Edit View dialog box displays, where
you can define new column headings for the selected view. For more information on the
Edit View panel, see “Creating a New View” on page 7-19.

For a description of the

fields on this panel,
click Help.

Figure 7-25. Edit View Dialog Box

 You can define multiple hours/earnings, deduction, and memo column headings which
are listed in the column list box of the Edit View panel. You can create up to 30
hours/earnings field types, 30 deduction field types, and 20 memo field types.

3. Edit the view and click OK to save your changes.

The View Operations dialog box displays.

4. Click (Close) to exit the dialog box.

You have just edited a view. Next, learn how to delete a view.

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7-32 Creating Custom Views

Deleting a View
You can delete a view if the following are true:

Creating Custom • You have created the view (only the owner of the view can delete the view).
Views
Understanding
• No batch is using the view.
Column Types
To delete a view, do the following:
Creating a New
View 1. From the Options menu, select Edit View. The View Operations dialog box appears.
Copying a View

Editing a View

 Deleting a View

Figure 7-26. View Operations Dialog Box

2. Click Delete.

3. Confirm the deletion by clicking Yes in the message dialog box.

4. Click (Close) to exit the dialog box.

You have just finished creating, editing, and deleting a view.

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 Using Data Entry Features 7-33

Using Data Entry Features

Rapid Pay Data Entry provides features designed to facilitate the data entry process. This
section discusses the following features:

• Sorting Spreadsheet Data

• Inserting Employees into a Batch
• Using the Status Bar
• Viewing Employee Info
• Viewing Employees Excluded from a Payroll Batch
• Printing the Spreadsheet

Sorting Spreadsheet Data

Rapid Pay Data Entry features several levels of data sorting. The following information
describes the available sort options.
Using Data Entry
Features Custom Sorting
 Sorting
Spreadsheet Data To access the Custom sort feature, do the following:
Inserting
1. From the Sort menu, select Custom. The Sort Spreadsheet Data dialog box displays.
Employees into a
Batch

Using the Status

Bar

Viewing Employee
Info

Viewing Employees
Excluded from a
Payroll Batch

Printing the
Spreadsheet

Figure 7-27. Sort Spreadsheet Data Dialog Box

 For a description of the fields on this panel, click Help.

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7-34 Using Data Entry Features

2. Select an item of data to sort in the Sort by field.

3. Select the order of sorting by selecting either the Ascending or Descending option.

4. Repeat these steps for each of the remaining levels you want to sort.

5. Click OK to finish.

Using Other Sort Options

Rapid Pay Data Entry offers additional sorting options from the Sort menu. Choose from
one of the following Sort menu options by selecting the check box next to the option:

• Sort by Order Entered

• PR Department by Name
• PR Department by File Number
• HR Department by Name
• HR Department by File Number
• Cost Number by Name
• Cost Number by File Number
 The PR, HR, and Cost columns for the spreadsheet will be hidden until you select one of
these options. When one of the sort options is selected, all three columns will display, but
only the selected sort option is used to sort by. Once the batch is saved and then reopened,
only the column used to sort by will display.

You can also click a column name to sort the spreadsheet data by that column.

You have learned to sort spreadsheet data. Next, you can insert employees into a new or
existing Rapid Pay Data Entry payroll batch.

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 Using Data Entry Features 7-35

Inserting Employees into a Batch

If you want to add employees to a new or existing payroll batch, there are several ways you
can display a list of valid employees that you can add to your batch. (For more explicit
Using Data Entry information, see Table 7-2 on page 7-9.)
Features
Sorting • From the toolbar, click to open a Select File Number dialog box from which you
Spreadsheet Data can select employees in one of the following methods:
 Inserting
Employees into a • From the Data menu select Insert Employee to open a Select File Number dialog
Batch box from which you can select employees.
Using the Status
Bar
• Use the F4 key.
Viewing Employee For example, if the active cell is in the File Nbr field, and you press F4 on your
Info keyboard, Rapid Pay Data Entry retrieves a list of employee file numbers from the
Viewing Employees ADP Enterprise HR table where the data is stored and displays them in the Select
Excluded from a File Number dialog box.
Payroll Batch

Printing the
Spreadsheet

For a description of the

fields on this panel,
click Help.

Figure 7-28. Select File Number Dialog Box

The Select File Number dialog box supports column sorting in ascending order. To
sort in order, click the appropriate column header. You can also apply a sub-sort by
payroll status. To apply a sub-sort, click the PR Status heading.

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7-36 Using Data Entry Features

You can select one employee, multiple employees, or all employees to add to the
batch.

 To select consecutive employees, click the first employee, press and hold down Shift,
and then click the last employee. To select employees that are not consecutive, press
and hold down Ctrl, and then click each employee.

Use one of the following steps and then select Find to find a specific employee:

• Enter the file number in the File # field. If you enter a portion of a file number, any
file number beginning with the entry is displayed.

• Enter the employee ID in the Employee ID field. If you enter a portion of a

employee ID, any employee ID beginning with the entry is displayed.

• Enter the Social Security Number in the SSN field. If you enter a portion of a Social
Security Number, any Social Security Number beginning with the entry is displayed.

• Enter a name in the Name field. If you enter a portion of a name, any name
beginning with the entry is displayed.

• View the payroll status in the PR Status field.

6. To select all of the employees, click Select All.

7. To add more than one row for each employee you’ve selected, enter the number in the
No. rows for each employee field.

8. Click OK.

 If you select a file number of an employee who has a non-active status, such as
Terminated, the message, “Employee has been terminated. Are you sure you want to
use this File Number?” displays. If you select Yes, the employee information is entered
into the spreadsheet. If you select No, you return to the Select Employee dialog box.

You have inserted employees into a batch. Next, learn how to use the Rapid Pay Data Entry
status bar.

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 Using Data Entry Features 7-37

Using the Status Bar

Rapid Pay Data Entry displays a status bar at the bottom of the window. The status bar
displays employee information and the line below the status bar displays error messages.
Using Data Entry
Figure 7-29 shows an example of the status bar containing the employee information.
Features
Sorting
Spreadsheet Data

Inserting
Employees into a
Batch

 Using the Status

Bar

Viewing Employee
Info
Viewing Employees
Excluded from a
Payroll Batch
Printing the
Spreadsheet

Figure 7-29. Rapid Pay Data Entry Window Status Bar

You have just seen how the status bar works. Next, you can learn how to view specific
employee information.

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7-38 Using Data Entry Features

Viewing Employee Info

Rapid Pay Data Entry includes an option to view selected employee data. The display of
social security numbers and employee rates depend on your security settings:
Using Data Entry
Features • If you do not want to display employee Social Security Numbers, you should select the
Sorting hide option from the SSN Display Option drop-down list on the Profile panel (System
Spreadsheet Data Admin ~ Security Administration ~ Operator ~ Profile). For more information, see the
Inserting Application Administrator’s Guide.
Employees into a
Batch  The data in this field displays in Show, Mask, or Hide format depending on the field
Using the Status display options selected on the user’s security profile (System Admin ~ Security
Bar Administration ~ Operator ~ Profile). For more information on the user profile settings, see
the Application Administrator’s Guide.
 Viewing Employee
Info
• To display employee rates, select the Rapid Pay Security check box on the Pay Data
Viewing Employees Options panel (System Administration ~ Autolink Payroll Setup (Required) ~ Security ~
Excluded from a
Pay Group Access).
Payroll Batch

Printing the View employee data in Rapid Pay Data Entry as follows:
Spreadsheet
1. Select a cell in the row of the employee to view.

2. From the Options menu, select Show Employee Info.

3. The Employee Info dialog box displays.

The Employee Info dialog box can

be moved to any part of your
screen. Once it is moved, the
location is saved for that user and
the Employee Info dialog box will
be in the same place the next time
the user opens it.

Figure 7-30. Employee Info Dialog Box

4. Click (Close) when finished.

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 Using Data Entry Features 7-39

Viewing Employees Excluded from a Payroll Batch

Using Data Entry You can view a list of employees in a batch that are excluded from display. Employees are
Features excluded from display for any user that does not have department security rights to view or
Sorting edit the department’s employees. If in the middle of a payroll the HR department transfers
Spreadsheet Data
one of the payroll’s employees to a new department and manager, the Employee Exclude
Inserting List will display the department the employee was transferred to when the former manager
Employees into a opens the payroll batch.
Batch

Using the Status You must have the RPDE - EE Exclude List option selected on the Autolink Controls panel
Bar (System Admin ~ Autolink Payroll Setup (Required) ~ Pay Groups ~ Pay Group Options) to
Viewing Employee view the excluded employees for a user. See the Company Setup and Maintenance Guide for
Info more information on the Autolink Controls panel.
 Viewing
Employees
1. Select Show EE Exclude List from the Options menu. The excluded employees can be
Excluded from a a list of employees who are active, on leave, or suspended, but who will be excluded from
Payroll Batch the payroll batch.
Printing the
Spreadsheet  The Show EE Exclude List option is available when you open a batch if the Check for
Excluded Employees check box has been selected on the Open dialog box. For more
information on opening a RPDE batch, see “Opening a Payroll Batch” on page 7-53.

2. If there are excluded employees in the batch, a message will display letting you know that
the batch includes employee records you don’t have access to.

 If you do not have the RPDE - EE Exclude List option selected on the Autolink Controls
panel you will not be able to view the list of excluded employees.

Figure 7-31. Message Dialog Box

3. Click Yes to view the employee list.

For a description of the

fields on this panel,
click Help.

Figure 7-32. Employee Exclude List

4. Select Print to print the list or select Cancel to close the list dialog box.

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7-40 Using Data Entry Features

5. Click (Close) when finished.

You have completed viewing employees excluded from a payroll batch. Next, learn how to
print the Rapid Pay Data Entry spreadsheet.

Printing the Spreadsheet

Rapid Pay Data Entry includes an option for printing. The print feature prints all the
information contained in the spreadsheet and all columns containing data. Empty columns
Using Data Entry are not printed unless a column to the right of the empty column contains data.
Features
To print, do the following:
Sorting
Spreadsheet Data
1. From the File menu, select Print. The Windows Print dialog box displays.
Inserting
Employees into a
Batch

Using the Status

Bar

Viewing Employee
Info

 Printing the
Spreadsheet

Figure 7-33. Print Dialog Box

2. Click OK to print.

 Your Print dialog box may vary depending on your selected print driver.

This complete the information about using data entry features in Rapid Pay Data Entry.

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 Setting Up Preload Data 7-41

Setting Up Preload Data

After selecting a pay group and a view, you need to enter data into the view. You have the
option to select a set of data, called a preload, or enter selected employees, one at a time, into
the view.

Preload definitions may be used one time or saved to use multiple times. You select preload
data from ADP Enterprise HR tables. This section provides instructions for creating and
editing a set of data that you load into a view.

Database security determines the employees that you can access when you select a preload
to add to a view. For example, if you attempt to select a preload group for a department for
which you do not have security access, you will not have any employees’ information
returned for that selection.

The creating, copying, editing, and deleting of preloads adhere to the following:

• Preloads created by the current user display in the Preload Operation dialog box when
creating, copying, editing, or deleting a preload.

• Only the user who created a preload or a super user for the pay group associated with the
preload are allowed to edit or delete the preload.

• A user who did not create the preload or is not a super user, can open a preload, make
changes to the preload, and preload the information but they are not allowed to save those
changes to the preload.

• If the current user does not have access to an employee in a preload, the employee will
not be listed in the preload.

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Creating a Preload
After you have selected a pay group and a view, you do the following to create a preload:

Setting Up Preload 1. From the Data menu, select Preload. The Preload Operations dialog box displays.
Data
 Creating a
Preload

Copying a Preload

Editing a Preload

Deleting a Preload

Figure 7-34. Preload Operations Dialog Box

 For a description of the fields on this panel, click Help.

2. Click New. The Preload to Rapid Pay Data Entry dialog box displays.

For a description of the

fields on this panel,
click Help.

Figure 7-35. Preload To Rapid Pay Data Entry Dialog Box

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 Setting Up Preload Data 7-43

3. In the Quick Select area, select a predefined preload from the Name field for preloading
data rapidly.

 If you select a predefined preload, you do not have to complete step 5.

If you use the Quick Select option, select one of the following:

• All Active Employees - includes all employees who are active, including future
hires

• Active, exclude Future Hires - includes all active employees, but excludes future
hires

• Hourly Only - includes just the hourly employees

• Future Hires Only - includes only the future hires
4. If you plan to save the preload, enter a name in the Preload Name field. As you enter the
name, it defaults to upper case, which is the requirement for preload names.

5. In the Define Preload area, do the following:

 If you selected a Quick Select option, skip this step and proceed to step 6.

a . Select a Field Name to preload in the From and To fields.

b. Press Tab to move to the From field, and select data to set the start range from the
lowest value of data to include.

 Only some field names allow for lookups in the From and To fields (for example,
Dept ID, Job Code, and Location).

c . Press Tab to move to the To field, and select data in the To field to set the ending
range from the highest value of data to include.

 Only some field names allow for selections in the From and To fields (for example,
Dept ID, Job Code, and Location).

d. Select a boolean operator from the Operator option to define the relationship
between the data selected in the From and To fields. The options are: (none), AND,
and OR.

e . If necessary, repeat steps b through d to add preload data from multiple fields.

6. Select one or more of the following check boxes to preload from the Preload Only area:

 If no preload check boxes are selected, all employees are preloaded that meet the
criteria of your preload definition.

• Salaried Employees - Paid a fixed amount per pay period, such as a bi-weekly
salary of $2,000.

• Hourly Employees - Paid an hourly rate.

 If you select a preload option, such as Hourly Employees, only hourly employees
are preloaded, including those with a future hire date.

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7-44 Setting Up Preload Data

• Active Employees - Employees currently on the payroll.

 The Future Hires/Rehires check box compares today’s date with the hire date which
may be a future date. Selecting the Future Hires/Rehires check box will select only
future hires (including future-dated transfers) for your preload and disables the
Exclude Future Hire check box.

• Exclude Future Hires/Rehires - Clear this check box if you do not want to exclude
future hires and rehires from the preload.

 When you select Salaried, Hourly Employees, and/or Active Employees in the
Preload Only area, the preload includes hourly and/or active employees with a future
hire date or a rehire status unless you also select the Exclude Future Hires check
box. The Exclude Future Hires check box is selected by default and future hires are
excluded from the preload unless you clear it.

• Future Hires/Rehires - Employees who will be on the payroll on a future date, and
employees who have been rehired.
7. Select a pay number for the payroll worksheet in the Pay Number field.

 If you are using Advanced Pay Date data for the view to which you want to preload
employees, select a pay number between 2 and 9.

8. In the Sort Order field, select the order you want the employees listed.

The following figure shows an example of a completed Preload to Rapid Pay Data Entry
panel.

For a description of the

fields on this panel,
press F1.

Figure 7-36. Preload to Rapid Pay Data Entry Panel

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 Setting Up Preload Data 7-45

9. When you are finished, click Preload or Save & Preload to load the definition.

If you select Preload, the definition will not be saved for future use. The Select File
Number dialog box displays.

For a description of the

fields on this panel,
click Help.

Figure 7-37. Select File Number Dialog Box

10. Do one of the following to select file numbers to be saved:

• To select consecutive file numbers, click the first file number, press and hold Shift,
and then click the last file number.

• To select file numbers that are not consecutive, press and hold Ctrl, and then click
each file number.

• To select all of the file numbers displayed, click the Select All Employees check
box.
11. From the No. rows for each Employee field, select the appropriate number.

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7-46 Setting Up Preload Data

12. Click OK and the file numbers you have selected are loaded into the file. The file number
and name (if this column appears in the view) for all employees in the selected
departments are loaded into the file.

For a description of the

fields on this panel,
press F1.

Figure 7-38. Loaded Rapid Pay Data Entry Dialog Box

You have created a preload. Next, you can copy a preload.

Copying a Preload
To create a copy of a preload that’s already defined, do the following:

Setting Up Preload 1. From the Data menu, click Preload. The Preload Operation dialog box displays.
Data
Creating a Preload

 Copying a Preload
Editing a Preload
Deleting a Preload

Figure 7-39. Preload Operation Dialog Box

 For a description of the fields on this panel, click Help.

2. To display all preloads created by all users in the selected pay group, select Show All and
then click Find. All available preloads display.

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 Setting Up Preload Data 7-47

3. From the Preload Name list, select the preload you want to copy and click Copy. The
Copy Preload Name dialog box displays.

Figure 7-40. Copy Preload Name Dialog Box

4. Enter the name for the copied preload group, and click OK. The new name appears in the
Preload Operations dialog box.

 As you enter the name, it defaults to upper case, which is the requirement for preload
names.

You have just learned how to copy a preload. Now you can select the preload you’ve created
and edit it.

Editing a Preload
You can edit a preload that you have created.

Setting Up Preload 1. From the Data menu, click Preload. The Preload Operations dialog box displays.
Data
Creating a Preload
Copying a Preload

 Editing a Preload
Deleting a Preload

Figure 7-41. Preload Operations Dialog Box

 For a description of the fields on this panel, click Help.

2. To display all preloads created by all users in the selected pay group, select Show All and
then click Find. All available preloads display.

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7-48 Setting Up Preload Data

3. From the Preload Name list, select the preload you want to edit and click Edit. The
Preload to Rapid Pay Data Entry dialog box displays.

For a description of the

fields on this panel,
click Help.

Figure 7-42. Preload To Rapid Pay Data Entry Dialog Box

4. Enter your changes, and click either Save & Preload to save the preload information and
then load it into the spreadsheet or Preload to load the preload into the spreadsheet. For
step-by-step instructions, see “Creating a Preload” on page 7-42.

 Only the owner of a preload or a super user can save edits to an existing preload.
Otherwise you can use the modified preload only once.

You have completed editing a preload. Next, you can delete a preload.

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 Setting Up Preload Data 7-49

Deleting a Preload
The user that created a preload has the ability to delete it.

Setting Up Preload 1. From the Data menu, click Preload. The Preload Operations dialog box displays.
Data
Creating a Preload

Copying a Preload

Editing a Preload

 Deleting a Preload

Figure 7-43. Preload Operations Dialog Box

 For a description of the fields on this panel, click Help.

2. To display all preloads created by all users in the selected pay group, select Show All and
then click Find. All available preloads display.

3. From the Preload Name field, select the preload you want to edit and click Delete. A
confirmation message appears.

4. Click Yes to confirm that you want to delete the preload.

 Only the owner of a preload or a super user can delete the preload. Otherwise the Delete
button is not available.

This completes the procedure for creating a preload and changing it.

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7-50 Producing Payroll Batches

Producing Payroll Batches

Data entered into Rapid Pay Data Entry is saved as a payroll batch in pay data entry tables.
Once you create and save the payroll batches using Rapid Pay Data Entry, the data is saved
in the tables in ADP Enterprise HR and will be available to include in the next payroll
processing. Multiple batches can be created.

Producing payroll batches consists of the following:

• Entering Data Into Payroll Batches

• Generating Payroll Batch Totals
Pay data that is entered through Rapid Pay Data Entry can be edited in pay data entry (Enter
Pay Information task: Payroll ~ Step 2: Enter Pay Period Information). However, once you
do that you can no longer access the batch in Rapid Pay Data Entry. A warning message
appears informing you of this when you are changing data from a Rapid Pay Data Entry
batch in pay data entry. Pay data that is entered through the Import Pay Information task
(Payroll ~ Step 2: Enter Pay Period Information) can be edited in Rapid Pay Data Entry if a
Rapid Pay Data Entry view has been assigned to the imported pay data.

Entering Data Into Payroll Batches

This section provides the procedures for working with payroll batches.

Producing Payroll Entering data into payroll batches consists of the following:
Batches
• Creating a New Payroll Batch
 Entering Data Into
Payroll Batches • Opening a Payroll Batch
Generating Payroll
Batch Totals • Finding Employee Information in the Spreadsheet
• Searching for an Employee
• Entering Employee Data Row by Row
• Adding Employee Deductions from Employee Master
• Preloading Data Into a Payroll Batch
• Showing Data in Microsoft Excel
• Exporting a CSV File
• Importing a CSV File
• Performing Calculations in a CSV File
• Validating Data Entry
• Saving a Payroll Batch

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 Producing Payroll Batches 7-51

Creating a New Payroll Batch

Create a new payroll batch as follows:

1. From the File menu, click New. The New dialog box displays.

 You can also select New Batch from the Open dialog box to create a new payroll batch.
For more information on the Open dialog box see “Opening a Payroll Batch”
on page 7-53.

For a description of the

fields on this panel,
click Help.

Figure 7-44. New Dialog Box

2. In the Pay Group and/or Description field, enter a full or a partial value and click Find.
The list of pay groups that match your entry display.

 To display the complete list of pay groups, clear the values from the Pay Group and
Description fields and click Find.

3. Select the pay group you want to use.

4. In the View Name field, enter a full or a partial value and click Find. The list of views
that match your entry display.

The views listed will default to views that your profile ID has created.

5. To view all non-restricted views created by all users, select the Show All Views check
box and click Find.

6. Select the view you want to use for the pay group batch. The view must be a valid view
for the particular pay group you selected. If not, a message will appear stating that the
selected view is not valid for the pay group.

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7. After selecting a pay group and a view, click OK. The Autolink Rapid Pay Data Entry
spreadsheet displays using the selected view with the name of the pay group in the title
bar and the batch name of UNTITLED.

Figure 7-45. Rapid Pay Data Entry Spreadsheet

Selecting the window close button closes the entire Rapid Pay Data Entry application. If
you want to only close the spreadsheet, from the File menu, select Close.

You have just completed creating a new payroll batch. Next, you will assign a name to the
file before proceeding by selecting Save from the File menu.

Saving a Payroll Batch

The first time you save a payroll batch, you can choose to retain the batch for a future
payroll. For example, if you create a batch that contains bonus pay, you can retain it and
select it for a future payroll. If you select to retain a batch, you must also select to either
include or not include in the current cycle.

Rapid Pay Data Entry also lets you restrict a payroll batch. If you restrict the batch, only the
profile ID (operator ID) that was used when the batch was created or a super user for the pay
group has access to it. You can save the file repeatedly while you are entering data.

To save a payroll batch, do the following:

1. From the File menu, select Save. The payroll batch file is saved.

2. After the payroll batch file is saved the first time, you can open the batch again, make
changes, and save it as the same batch name or with a new batch name by selecting Save
As from the File menu.

If the batch displays

this message, there
is an error in the
batch data which is
causing the batch
For a description of the totals to be
fields on this panel, unbalanced. See
click Help. “Generating Payroll
Batch Totals”
on page 7-70 for
more information on
balancing batches.

Figure 7-46. Save As Dialog Box

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 Producing Payroll Batches 7-53

3. Enter the batch name in the Batch Name field. As you enter the name, it defaults to upper
case, which is the requirement for payroll batch names.

4. If you want to restrict access to the batch, select the Restrict Access check box.

5. If you want to keep the batch and choose it for a future payroll, select the Retain Batch
for Future Payrolls check box.

6. The Include in Current Pay Cycle check box is automatically selected and includes the
batch in the current pay cycle. If you select Retain Batch for Future Payrolls check
box, you can clear the Include in Current Pay Cycle check box.

7. Click OK to save the Payroll Batch, or click Cancel to close the dialog box without
saving.

You have learned how to save a payroll batch. Next, you can open the batch for editing.

Opening a Payroll Batch

After you have created a payroll batch, added data to it, and saved it, you can open the batch
again for editing or validation. For example, you might want to create a batch for each
department or a group of departments and edit that batch for each payroll cycle.

Open an existing payroll batch as follows:

1. From the File menu, select Open. The Open dialog box displays.

For a description of the

fields on this panel,
click Help.

Figure 7-47. Open Dialog Box

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7-54 Producing Payroll Batches

2. In the Pay Group or Description field, enter a full or a partial value and click Find. The
list of pay groups that match your entry display.

 To display the complete list of pay groups, clear the values from the Pay Group and
Description fields and click Find.

3. In the Batch Name field, enter a full or a partial value and click Find. All available batch
names display.

4. Select the Check for Excluded Employees check box to view employees that are
excluded from a batch.

 To see the excluded employees from a batch, select Options ~ Show EE Exclude List
to display the Employee Exclude List dialog box. This option is available if the Check
for Excluded Employees check box has been selected on the Open dialog box. For
more information on viewing excluded employees, see “Viewing Employees Excluded
from a Payroll Batch” on page 7-39.

5. Select the batch you want to open and click OK. The batch opens in the Rapid Pay Data
Entry spreadsheet, with the batch name displayed in the title bar.

For a description of the

fields on this panel,
click Help.

Figure 7-48. Rapid Pay Data Entry Spreadsheet

 If you don’t have security rights to open the batch, you can still view the inaccessible
employees by selecting Show EE Exclude List from the Options menu. See “Viewing
Employees Excluded from a Payroll Batch” on page 7-39.

You have opened a payroll batch. Next, you can use Find to find employee information.

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Finding Employee Information in the Spreadsheet

Find searches the spreadsheet for the information you choose.

1. Click Find. The Find dialog box displays.

For a description of the

fields on this panel,
click Help.

Figure 7-49. Find Dialog Box

2. Enter the information you want to find in the Find What field.

3. Select the Match whole word check box only if you want to find a specific word.

4. Select the Match case check box to search for the information in the same upper and
lower case text that you’ve typed.

5. Select a direction, Up or Down, to search up or down from the place where your cursor
is located.

6. Select Find Next to search the spreadsheet for the next instance of the item you entered
in the Find What field.

You have learned how to find employee information on a spreadsheet. Next, you can search
for an employee.

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Searching for an Employee

You can search for an employee and find the batch or batches in which the employee is
listed by selecting Search from the Open dialog box (see Figure 7-47, “Open Dialog Box,”
on page 7-53) or by selecting Search from the File menu. The Employee Search dialog box
displays.

For a description of the

fields on this panel,
click Help.

Figure 7-50. Employee Search Dialog Box

You can search for an employee using any of the following fields on the Employee Search
dialog box.

1. Select a Pay Group from the drop-down list, and then enter an employee ID, name, or
file number and click Find to display a list of the closest matching entries. You don’t need
to enter a complete number or name in the ID, Name, or File Number fields to find
information.

2. Enter an ID or a partial ID in the Empl ID field and select Find to display a list of the
closest matching entries.

3. Enter a name or a partial name in the Name field and select Find to display a list of the
closest matching entries.

4. Enter a file number or a partial number in the File Number field and select Find to
display a list of the closest matching entries.

To open the batch that contains the employee you are looking for, click the batch entry and
then click Open. The payroll batch that contains the employee information displays. You can
then edit the employee data in the batch. For more information on editing a batch, see
“Editing a Preload” on page 7-47.

The following figure shows an example of a completed Employee Search dialog box.

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 Producing Payroll Batches 7-57

For a description of the

fields on this panel,
press F1.

Figure 7-51. Employee Search Dialog Box

You have just completed an Employee Search for employee payroll information. Next, you
can enter employee data in the spreadsheet row by row.

Entering Employee Data Row by Row

After you open a payroll batch, you can enter employee data in the spreadsheet.

Figure 7-52. Rapid Pay Data Entry Spreadsheet

Enter employee data as follows:

1. Click a blank cell in the File # column.

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7-58 Producing Payroll Batches

2. Enter employee information in one of the following ways:

• Enter the file number and press Tab. Rapid Pay Data Entry validates the file number
and displays the employee's name in the Name column (if this column is included in
the view). Rapid Pay Data Entry also completes any default values, such as regular
hours, that are defined in the view.

• Select Insert Employee from the Data menu or press F4 and select one or more
employees from the list. For more information, see “Inserting Employees into a
Batch” on page 7-35.

 If you enter an invalid ID, the status bar displays an error message. Rapid Pay Data
Entry does not let you move the cursor from a cell containing an error until you
correct the error or delete the data.

3. Complete the data entry for each applicable cell in the view.

4. Complete Step 1 through Step 3 for each employee.

You inserted employees into the spreadsheet. Next, learn how to add employee deductions
into the spreadsheet from the employee master data.

Adding Employee Deductions from Employee Master

You can select an employee from the open payroll batch spreadsheet and add deductions in
which the employee is currently enrolled. The deductions you add for the employee will
display in the payroll batch spreadsheet. The employee deductions come from the most
recent deduction calculation process (for all deductions except liens and direct deposits), or
from the current deduction row for liens and direct deposits.

1. From the Rapid Pay Data Entry panel, select the employee row to which you want to add
deductions.

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2. Select Add Deductions from the Data menu, or right-click on the employee, and then
select Add Deductions from the menu. An Add Deductions panel displays with a list of
all the deductions set up for that employee.

For a description of the

fields on this panel,
click Help.

Figure 7-53. Add Deductions Panel

These deductions include general deductions, liens, garnishments, direct deposits, and
benefits. Employee deductions are set up on the General Deduction, Lien, or Direct
Deposit panels.

See the Company Setup and Maintenance Guide for more information on setting up
deductions.

3. Select the Onetime check box if you are adding a deduction but not replacing data for
the current payroll.

4. Select Override if the deduction you are adding is replacing data for the current payroll.

5. From the list, select the employee’s deductions that you want to add to the payroll
spreadsheet by using one of the following methods:

 You must have a predefined column in the spreadsheet for each deduction you are
adding, or include the Miscellaneous Deduction column in the spreadsheet.

• Click on a row to select one deduction.

• Click Select All to select all the deductions listed.
• To select consecutive deductions, click the first deduction, press and hold down
Shift, and then click the last deduction.

• To select deductions that are not consecutive, press and hold down Ctrl, and then
click each deduction.

 If an employee has percentage deductions set up, the Add Deductions panel will display
a % Deductions button. For more information on adding percent deductions, see
page 7-60.

6. Click OK to add the deductions you selected to the payroll batch.

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You have just added employee deductions from the employee master data. Next, you can
add employee percentage deductions.

Adding Employee Percentage Deductions

If an employee has percentage deductions set up when you select Add Deductions, the Add
Deductions panel displays with a % Deductions button.

For a description of the

fields on this panel,
press F1.

Figure 7-54. Add Deductions Dialog Box (% Deductions Button)

1. Click the % Deductions button to display another Add Deductions panel with the
employee’s percentage deductions listed.

For a description of the

fields on this panel,
click Help.

Figure 7-55. Add Deductions Dialog Box (Percent Deductions)

2. Enter an earnings amount in the Enter Earnings column for each deduction. A flat
deduction amount is calculated and added.

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3. Click OK to save. You are returned to the first Add Deductions dialog box with the
calculated flat amount for the deduction included.

You have added employee percent deductions. Next, you can preload data into a payroll
batch.

Preloading Data Into a Payroll Batch

Rapid Pay Data Entry allows you to preload data from ADP Enterprise HR. This feature
provides a quick means of loading data into a payroll batch. For example, you might want to
load all of the employees from a group of departments into the same payroll batch. Once
loaded, you can sort them by employee ID within each department.

From the Preload Operation database you may either select a predefined preload from the
Preload Name list or create a new preload by selecting New.

For information about setting up a preload, see “Setting Up Preload Data,” on page 7-41.

To preload data from the ADP Enterprise HR tables using a predefined preload, do the
following:

1. From the Data menu, select Preload. The Preload Operation dialog box displays.

For a description of the

fields on this panel,
click Help.

Figure 7-56. Preload Operation Dialog Box

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2. In the Preload Name column, select the name of the preload data that you want to load
into the payroll batch. The Select File Number dialog box displays.

For a description of the

fields on this panel,
press F1.

Figure 7-57. Select File Number

3. Select the employees you want to add, or if you want to add all the available employees,
select the Select All check box.

4. Click OK. The spreadsheet displays with the added employees.

For a description of the

fields on this panel,
press F1.

Figure 7-58. Rapid Pay Data Entry Spreadsheet

 If you want to create and load a preload, click New and follow the procedure described in
“Creating a Preload” on page 7-42.

You have added a preload into a payroll batch. Next, you can display your Rapid Pay Data
Entry data in Excel.

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 Producing Payroll Batches 7-63

Showing Data in Microsoft Excel

After you create or open a payroll batch, you can show the data into Microsoft Excel.

To show your batch in Microsoft Excel, open the view in Rapid Pay Data Entry. Then click

(Show Results in Excel). The batch appears in Microsoft Excel.

For a description of the

fields on this panel,
press F1.

Figure 7-59. Batch Displays In Microsoft Excel

You displayed payroll data in Excel. Next, you can export payroll data to a CSV File.

Exporting a CSV File

You can export a payroll batch as a .csv file, update the data, and import it back into Rapid
Pay Data Entry.

When you export a payroll batch, the name of the file is rpde_xxx_yyyy_nnnn.csv
where the following must always be true:

• rpde is always the first four letters of the name followed by an underscore.

• xxx is always the pay group assigned to the payroll batch.

For example, if the pay group is 22D, you must include it in the filename.

• yyyy is the name of the view.

• nnnn can be any number between 1 and 9999. The length can be one to four digits.

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To export the payroll batch to a .csv file, do the following:

1. Open the view in Rapid Pay Data Entry. In this view, the bonus amounts and the shift
column contains values.

For a description of the

fields on this panel,
click Help.

Figure 7-60. View With Data For Exporting

2. In Rapid Pay Data Entry, click (Export Results to CSV file). The Export Data to
CSV File dialog box displays.

For a description of the

fields on this panel,
click Help.

Figure 7-61. Export Data To CSV File Dialog Box

Rapid Pay Data Entry provides a filename in the File Name field.

3. Select the directory where you want to save the file, and click Save.

 To export just the column headings to a .csv file, leave the spreadsheet blank and click
Export. This allows you to export just the column headings so that you can enter all the data
through another application without having to re-enter all the column headings.

You have exported payroll data to a CSV file. Next, you can import .csv file data into a
Rapid Pay Data Entry spreadsheet.

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Importing a CSV File

After you export a .csv file from Rapid Pay Data Entry and update the data in it, you can
import it back into Rapid Pay Data Entry. You can also import a data file that was exported
with the RPD extension.

 You can only import .csv files that were created and then exported from RPDE.

The .csv file must meet certain criteria:

• The first row of data contains the headings from Rapid Pay Data Entry. The headings in
the first row must not be changed.

• Calculation cells are not supported and formulas cannot be imported into Rapid Pay Data
Entry.

• If you have added a column in the .csv file, Rapid Pay Data Entry will ignore the
column when it imports the data.

• The .csv file can have fewer columns than the view in which you open it.
• The columns in the .csv file can be arranged in a different order than the columns in the
view in which you open it.
To import a .csv file into Rapid Pay Data Entry, do the following:

1. In Rapid Pay Data Entry, click (Import Data from file). The Import File dialog box
displays.

For a description of the

fields on this panel,
click Help.

Figure 7-62. Import File Dialog Box

2. From the Look In field, locate the file you want to import into RPDE.

3. Select the Pay Group and View Name to assign to the imported file.

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4. Select the file to import, and click Open. The file opens automatically in Rapid Pay Data
Entry using the view you selected as displayed in Figure 7-63 on page 7-66.

 When importing a .csv pay data batch file into a Rapid Pay Data Entry view, columns in
the view that are not used by the pay group are not displayed.

Figure 7-63. CVS File Imported Into Rapid Pay Data Entry

You have imported a .csv file into a Rapid Pay Data Entry spreadsheet. Next, perform
calculations in a .csv file in Excel.

Performing Calculations in a CSV File

After you’ve exported a payroll batch as a .csv file, you can open it in another application
and perform calculations.

The following steps describe an example of calculating employee bonus pay in the exported
CSV file using Microsoft Excel to perform the calculations. You can export payroll data
from Rapid Pay Data Entry and open the .csv file in Microsoft Excel. You calculate the
bonus in Microsoft Excel using functions. When you import the data into Rapid Pay Data
Entry, the columns you created to perform the calculations are ignored.

 You should be familiar with Microsoft Excel before continuing. For more information, please
refer to the Microsoft Excel User’s Guide.

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 Producing Payroll Batches 7-67

1. Open Microsoft Excel and open the filename previously saved.

 For this example, the file appears in the Microsoft Excel window. The batch name is the
sheet name.

For a description of the

fields on this panel,
press F1.

Figure 7-64. Exported CSV File Opened In Microsoft Excel

Two new “work” columns (Pay Rate and Calc Bonus) are added in this example for
calculating values on the original columns.

 The formula used in the Calc Bonus column appears in Figure 7-65. The work columns
added for calculating can not be imported back into Rapid Pay Data Entry.

For a description of the

fields on this panel,
press F1.

Figure 7-65. Exported File With Added Work Columns

The added Pay Rate column represents the hourly pay rate for the employees. The Calc
Bonus column uses data from the new Pay Rate column and the Pay Rate column
created in Rapid Pay Data Entry to calculate a bonus amount.

2. Select the data from the Calc Bonus column and copy it by pressing Ctrl+C from the
keyboard or select Copy from the Edit menu.

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3. Select the first cell under Bonus, and click Paste Special from the Edit menu.

4. Select an option from the Excel Paste Special dialog box, and click OK. The spreadsheet,
after the copy and paste, displays .

 Rapid Pay Data Entry does not support formulas.

For a description of the

fields on this panel,
press F1.

Figure 7-66. After Copy And Paste In Microsoft Excel

5. Save the file in Microsoft Excel, keeping the .csv format.

When you import the .csv file into Rapid Pay Data Entry, the Pay Rate and Calc Bonus
columns will not import with the file. Rapid Pay Data Entry ignores them.

This completes the information for exporting, importing, and performing a calculation.
Next, validate your payroll data in Rapid Pay Data Entry.

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Validating Data Entry

The Validate command in Rapid Pay Data Entry checks the payroll batch for errors such as
missing earnings codes, conflicting hours and amounts, or invalid file numbers, pay
numbers, shift numbers, temporary departments, or cost numbers. A message dialog box
displays indicating a problem only if an error occurs. As you tab through the error messages,
the cursor highlights the cell that contains the error.

You can use this command at any time during the data entry process. Rapid Pay Data Entry
repeats the validation process when you save the data to ADP Enterprise HR.

1. To validate the data in the payroll batch, select Validate from the Data menu. The Data
Validation dialog box appears if there is a problem with the data.

For a description of the

fields on this panel,
click Help.

Figure 7-67. Data Validate Dialog Box

2. To find the location of the error, double-click the error message on the Data Validate
dialog box. The data in error is highlighted in the spreadsheet so you can make changes.

3. Correct the data as needed.

4. Click Save to save the updated spreadsheet.

 You can use Search from the File menu to find or verify information.

You have completed viewing employees excluded from a payroll batch. Next, learn how to
print the Rapid Pay Data Entry spreadsheet.

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Generating Payroll Batch Totals

Use the Batch Totals dialog box to balance totals for the payroll batch that is being viewed
or edited. Totals are maintained for regular, overtime, and other hours and earnings, taxes,
Producing Payroll deductions, and memo entries.
Batches
To access the Batch Totals dialog box, do the following.
Entering Data Into
Payroll Batches
1. From the Data menu, click Totals. The Batch Totals dialog box displays.
 Generating
Payroll Batch
Totals

For a description of the

fields on this panel,
click Help.

Figure 7-68. Batch Totals Dialog Box

When the Batch Totals dialog box is accessed, the calculated data is displayed.

 When you select the Totals option from the Data menu, the program first validates the
data, then displays the Batch Totals dialog box. If an error is detected, the error message
is displayed in the status line at the bottom of the window and the dialog box does not
appear. You must first fix the error before you can view batch totals. For more
information, see “Validating Data Entry” on page 7-69.

2. Enter Control amounts for Hours and Earnings; entering control hours are optional, but
you can use these fields to enter hours or earnings as a control value. The Calculated
totals are comprised of keyed-in data and are accurate based on what was entered into
Rapid Pay Data Entry.

3. View the amounts in the Difference column. The Difference is the result of subtracting
control totals from calculated totals. The difference amount determines whether the batch
totals are in balance or not. If the batch is in balance, the difference should display zero
(0). If differences between calculated and control display, you can compare the data entry
against the control figures to find any discrepancies.

4. Click Auto Balance if you want the control values to automatically balance with the
calculated values. The differences will then display as zero (0).

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Balancing Additional Taxes, Deductions, and Memo Entries

Use the Batch Totals Continued dialog box to balance totals for a specified pay data batch.
Totals are maintained for federal, state, and local taxes as well as deductions and memo
entries.

To open the Batch Totals Continued dialog box, do the following:

1. Click Tax/Ded on the Batch Totals dialog box. The Batch Totals Continued dialog box
displays.

For a description of the

fields on this panel,
click Help.

Figure 7-69. Batch Totals Continued Dialog Box

2. When the Batch Totals Continued dialog box is accessed, the calculated data displayed.
Enter Control amounts for Taxes and Miscellaneous; entering control hours are optional,
but you can use these fields to enter taxes or miscellaneous amounts as a control value.
The Calculated totals are comprised of keyed-in data and are accurate based on what was
entered into Rapid Pay Data Entry.

3. The Difference is the result of subtracting control totals from calculated totals. The
difference amount determines whether the batch totals are in balance or not. If the batch
is in balance, the difference should display zero (0). If differences between calculated and
control display, you can compare the data entry against the control figures to find any
discrepancies.

• For taxes, control totals include Federal, Social Security, Medicare, State, State 2,
Local, Local 2, SUI/SDI, Local Service 1, and Local Service 2.

• For Miscellaneous, control totals include one-time deduction, override deduction,

and memo entries.
4. Click OK to save any changes.

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Viewing Batch Totals Other Details

Use the Batch Totals Other Details dialog box to balance totals for other earnings and hours
fields. This panel is optional. The user can continue to enter a lump sum in the Other field on
the Batch Totals dialog box.

To open the Batch Totals Continued dialog box, do the following:

1. Click Other on the Batch Totals dialog box. The Batch Totals Other Details dialog box
displays.

For a description of the

fields on this panel,
click Help.

Figure 7-70. Batch Totals Other Details Dialog Box

2. Use the following information to balance the totals for the payroll batch. The fields are
display only. The Hours and Earnings sections display the hours and earnings totals for
the batch.

• Code - This is the code associated with the hours or earnings.

• Desc - This is the description of the hours or earnings type.
• Calculated - Total amounts are calculated for taxes, deductions, and memo entries.
Calculated amounts are displayed in display-only fields when the panel is accessed.

• Control - The default value is 0.00. Control totals are entered by the user for
comparison to the calculated totals.

• Difference - The difference is the result of subtracting control totals from calculated
totals.The default value is 0.00. The difference can be positive or negative. The
difference amount determines whether the batch totals are in balance or not. If the
difference is zero, totals are in balance. In this case, the status message will read
‘Batch is in balance’. Otherwise, the totals are out of balance causing the status
message to read “Batch out of balance.”

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Viewing Batch Totals Grand Totals

The Grand Totals button displays on the Batch Totals panel if the batch is part of a split
batch. A split batch is a batch that exceeded the batch size limit and was split into separate
batches using the same batch name with a sequential filename. For example, a batch name of
Customer that was split would use a filename sequence such as customer_s001,
customer_s002, customer_s003. For more information on split files see Chapter 6,
“Loading Pay Data from External Sources.”

To view the Grand Totals dialog box, do the following:

1. Click the Grand Totals button on the Batch Totals dialog box.

For a description of the

fields on this panel,
click Help.

Figure 7-71. Batch Totals Dialog Box

The Hours/Earnings panel displays.

For a description of the

fields on this panel,
click Help.

Figure 7-72. Grand Totals Dialog Box

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The Grand Totals dialog box displays totals for all split batches that are part of the parent
batch along with a grand total for each column. The Hours/Earnings panel includes
hours/earnings, taxes, and miscellaneous batch totals for the split files and is for display
only.

From the Hours/Earnings panel view the split batch totals and grand totals for the
combined split files for hours and earnings.

2. View the Hours area which displays split batch totals and grand totals for the combined
split files for hours and includes the following display-only fields:

• Batch ID - Displays the batch IDs, the original batch ID and the sequential batch
IDs, which identify the split payroll batch. These are combined for the grand totals.

• Regular - Displays the regular hours for each split batch included in the grand total.
• Overtime - Displays the overtime hours for each split batch included in the grand
total.

• Other - Displays any other hours for each split batch included in the grand total.
• Total - Displays the grand total for all hours listed batches.
3. View the Earnings area which displays split batch totals and grand totals for the
combined split files for earnings:

• Batch ID - Displays the batch IDs, the original batch ID and the sequential batch
IDs, which identify the split payroll batch. These are combined for the grand totals.

• Regular - Displays the regular earnings for each split batch included in the grand
total.

• Overtime - Displays the overtime earnings for each split batch included in the grand
total.

• Other - Displays the overtime earnings for each split batch included in the grand
total.

• Total - Displays the grand total of the earnings of all the batches.

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 Producing Payroll Batches 7-75

4. Click the Taxes tab.

For a description of the

fields on this panel,
press F1.

Figure 7-73. Taxes Panel

From the Taxes panel, view the following fields which include payroll taxes such as
federal or state for the split batches:

• Batch ID - Displays the batch IDs, the original batch ID and the sequential batch IDs
which identify the split payroll batch which are combined for the grand totals.

• Federal - Displays the federal tax withholding for each split batch included in the
grand total.

• Soc. Sec. - Displays the Social Security tax withholding for each split batch included
in the grand total.

• State - Displays the state tax withholding for each split batch included in the grand
total.

• State2 - Displays the state 2 tax withholding for each split batch included in the
grand total.

• Local - Displays the local 2 tax withholding for each split batch included in the
grand total.

• Local2 - Displays the local 2 tax withholding for each split batch included in the
grand total.

• Medicare - Displays the Medicare tax withholding for each split batch included in
the grand total.

• SUI/SDI - Displays the SUI/SDI tax withholding for each split batch included in the
grand total.

• LST 1 - Displays the local service tax withholding for Pennsylvania.

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• LST 2 - Displays an additional local service tax amount for Pennsylvania.

• Total - Displays the grand total for the taxes of all the batches.
5. Click the Miscellaneous tab.

For a description of the

fields on this panel,
press F1.

Figure 7-74. Grand Totals Taxes Dialog Box

6. From the Grand Totals Miscellaneous dialog box view the following fields that display
miscellaneous payroll entries such as deductions or memos:

• Batch ID - Displays the batch IDs, the original batch ID and the sequential batch IDs
which identify the split payroll batch which are combined for the grand totals.

• Memo Entries - Displays the memo entries for each split batch included in the grand
total.

• One-time Deductions - Displays the one-time deductions for each split batch
included in the grand total.

• Override Deductions - Displays the overridden deductions for each split batch
included in the grand total.

• Total - Displays the grand total for the miscellaneous items of all the batches.

7. Click (Close) to close the dialog box or click Cancel.

You’ve just finished generating and balancing the payroll batch totals.

Chapter 7: Performing Rapid Pay Data Entry

Payroll Processing Guide
Chapter 8
Calculating Deductions

PAGE TOPIC

8-2 Introduction
8-3 Running the Deduction Calculation Process
8-20 Unconfirming Deductions

Chapter 8: Calculating Deductions

Payroll Processing Guide
8-2 Introduction

Introduction

The calculate deductions process calculates both benefit-related and non-benefit deductions.
Benefit-related deductions include deductions for disability, FSA, health, life/ADD, and
savings. Non-benefit deductions, also known as general deductions, include garnishments,
the United Way, and so on.

Once you establish the benefit-related and non-benefit deductions, the deductions must be
calculated to process payroll. The calculate deductions and confirm deductions processes are
prerequisites for the transfer of data to the AutoPay mainframe. You must successfully run
these processes before running the Prepare for Transmission (PFT) process in Cycle
Processing. Several Deduction Verification reports are available in ADP Enterprise HR that
you can use to verify the calculated deductions.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

 Whether deductions are calculated for terminated file numbers (file numbers with a payroll
status of terminated) or not is determined by the Calculate Deductions for Terminated File
Numbers option found on the Installation panel (System Admin ~ Human Resources Setup
(Required) ~ Human Resources Setup ~ Installation).

If this option is not selected, deductions are not calculated through the calculate deduction
process or processed (PFT) for the file numbers that have a payroll status of terminated. Only
employees whose payroll status is active (A) will have their deductions calculated and
processed.

If the option is selected, deductions are also calculated and processed for terminated file
numbers, employees whose payroll status is terminated (T). All terminated employees will
continue to have all deductions calculated that have not been end dated for all pay group/file
number combinations in a specific Pay Group for that employee.

This option is usually set up during the implementation process. For more information on the
Installation panel, see the Hiring, Staffing, and Job Maintenance Guide.

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 Running the Deduction Calculation Process 8-3

Running the Deduction Calculation Process

The calculate deduction process identifies deductions for employees, calculates the correct
deduction amount where necessary, and creates deduction entries to be used to send
employee differences to AutoPay. You can run the calculate deduction process as often each
pay period as is necessary.

 The only benefit-related deductions that the calculate deduction process does not calculate
are those that are a percentage of gross or net pay. AutoPay calculates these types of
benefits.

The process of running the calculate deductions process involves the following steps:

• Designating the Deduction Calculation Settings

• Calculating Deductions
• Reviewing Error Messages
• Correcting Error Messages
• Reviewing Calculated Deductions
• Confirming Deductions
Before running the calculate deduction process for a pay group, you must set up a profile ID
with access for the applicable pay groups. The Pay Data check box on the Pay Data Options
panel must be selected to allow a profile ID access to the selected pay group. For more
information, see “Accessing Pay Group Security” on page 2-8.

 To stop a deduction, end dates must be less than the pay period end date for the deduction
not to be taken. For example:

Deduction Not Taken: Deduction End Date < Period End Date

Deduction Taken: Deduction End Date  Period End Date

For more information on setting up an employee deduction, see the Employee Setup and
Maintenance Guide.

Chapter 8: Calculating Deductions

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8-4 Running the Deduction Calculation Process

Designating the Deduction Calculation Settings

Use the Deduction Calculation Settings panel to enter and verify the run control data prior to
running the batch process. The run control data uses the pay period end dates to determine if
Running the a deduction is to be calculated based on the deduction effective dates.
Deduction
Calculation The run control pulls the dates from the Event Scheduling System (.ess) file that is loaded
Process into ADP Enterprise HR. The .ess file contains the payroll calendar that AutoPay uses for
processing your payrolls.
 Designating the
Deduction
Calculation  You only need to set up the run control once for a week number/payroll number to run the
Settings calculate deduction process, confirm deductions process, and the unconfirm deductions
Calculating process. You do not have to set up the run control every time the batch processes are run.
Deductions Any authorized user can run the calculate deduction process no matter who set up the
control.
Reviewing Error
Messages Use the following steps to set up the Deduction Calculation run control:
Correcting Error
Messages 1 . Select Payroll and make the following selections:
Reviewing
Calculated
Deductions Payroll Cycle ~ Step 4: Process/Review Deductions
Confirming
Deductions
2 . Click next to the Deduction Calculation Settings task. The Add dialog box
displays.

 To modify an existing deduction, double-click the Deduction Calculation Settings task,

enter the search criteria in the Search dialog box, and click OK. To preserve history, click

(Insert Row) before making changes to the panel.

Figure 8-1. Add Dialog Box

3 . From the Add dialog, enter information into the following fields:

• Pay Group/Group Name - Select the name of the pay group.

• Type - Select the type (either pay group or group).
• Autolink Payroll Run Year - Enter the year of the payroll run.
• Week Number - Enter the week number of the payroll run.
• Autolink Payroll Number - Enter the number of the Autolink payroll.

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 Running the Deduction Calculation Process 8-5

4 . Click OK. The Deduction Calculation Settings panel displays.

For a description of the

fields on this panel,
press F1.

Figure 8-2. Deduction Calculation Settings Panel

5 . View the following fields:

• Profile ID - Displays the profile ID you entered to access ADP Enterprise HR.
• Year - Displays the year you entered in the Add or Search dialog box.
• Week - Displays the week number you entered in the Add or Search dialog box.
• Payroll # - Displays the payroll number you entered in the Add or Search dialog box.
6 . Enter the first pay end date by selecting a date from the Pay End Date 1 field. This date
is based on ESS (Event Scheduling System). The pay end dates determine if a deduction
is to be calculated by comparing them with the effective dates (beginning and ending) of
the deduction.

7 . Enter the second pay end by selecting a date from the Pay End Date 2 field. This date is
based on ESS (Event Scheduling System). The pay end dates determine if a deduction is
to be calculated by comparing them with the effective dates (beginning and ending) of
the deduction. If a pay group has two pay frequencies or different pay end dates, the
calculate deductions process will calculate employees with “No” in the Pay Group 2
field in the Job Record first, then calculate employees with “Yes” in the Pay Group 2
field. This allows for different pay frequencies and/or different pay end dates to be used
for deduction calculations.

8 . Select a pay date from the Pay Date field. This field displays the pay date of the payroll
to be processed.

Chapter 8: Calculating Deductions

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8-6 Running the Deduction Calculation Process

9 . To indicate employees you want to calculate deductions for, select one of the following
from the Select Deductions to Calculate area:

• Only Calculate Where Needed - When the calculate deductions process is run for
the first time for a pay period, all applicable employees are calculated. For
subsequent runs, select this option to calculate deductions only for those employees
for whom deductions need to be recalculated. To minimize processing time, check
this option and deductions will be calculated for the following:

– Employees who have not yet been calculated

– Employees with errors
– Employees who have had changes since the last deduction calculation
 For a list of changes that cause a recalculation to occur, see Figure 8-1, “Tasks
Affecting Recalculation of Employee’s Deductions,” on page 8-7.

• (Re)Calculate All - Select this option to calculate or recalculate deductions for all
eligible employees. Select this option only if you have made table changes that affect
the calculate deductions process, such as benefit premium adjustments on the
Benefits tables or changes to a rate table.

 The first time you run the calculate deductions process there is no difference between
the Only Calculate Where Needed and the (Re)Calculate All check boxes.

1 0. Click Delete to delete the run control you are viewing from the Run Control Table. Delete
is unavailable if the status of the run control is Confirmed (3) or In Progress (4).

The following figure shows an example of a completed Deduction Calculation Settings

panel.

For a description of the

fields on this panel,
press F1.

Figure 8-3. Deduction Calculation Settings Panel

11 . When you are finished, click (Save).

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 Running the Deduction Calculation Process 8-7

You have just finished setting up the calculate deductions run control. Next, you are ready to
run the calculate deduction process. To do this, see “Calculating Deductions” on page 8-9.

Task Updates Resulting in Employee Deduction Recalculation

Any changes made to employee information through the following tasks result in the
recalculation of the employee’s deduction if the Only Calculate Where Needed check box
on the Deduction Calculation Settings panel is selected. (Payroll ~ Payroll Cycle ~ Step 4:
Process/Review Deductions ~ Deduction Calculation Settings). This includes updating,
deleting, or adding to an employee’s existing information.

Table 8-1. Tasks Affecting Recalculation of Employee’s Deductions

Paths Tasks
Benefits ~ Enroll in Benefits Saving Plans
Payroll ~ Employee Information and Processes ~ Change Deductions
General Deductions
People ~ Personnel Actions ~ Hire Employee General Deductions
People ~ Personnel Actions ~ Quick Hire
People ~ Personnel Actions ~ Rehire/Recall Employee
People ~ Recruiting Activity ~ Select Applicant
People ~ Recruiting Activity ~ Quick Hire Applicant
Benefits ~ Benefit Enrollment ~ Enroll in Benefits Life and AD&D Benefits
Benefits ~ Inquiries/Verifications ~ View Employee Benefit
Details
System Admin ~ Benefits Setup ~ Retirement Plans Retirement Plans
Benefits ~ Benefit Enrollment ~ Enroll in Benefits
Benefits ~ Inquiries/Verifications ~ View Employee Benefit
Details
People Personnel Actions ~ Change Pay Rate Change Employee’s Pay
Rate
People ~ Personnel Actions ~ Change Job/Position Change Job/Position
Information
People ~ Personnel Actions ~ Change Earnings Distribution Earnings Distribution
Payroll ~ Employee Information and Processes ~ Change File Number
Employee Information
Payroll ~ Employee Information and Processes ~ Administer Employee Tip Identifier
Tips

Chapter 8: Calculating Deductions

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8-8 Running the Deduction Calculation Process

Table 8-1. Tasks Affecting Recalculation of Employee’s Deductions (cont.)

Paths Tasks
People ~ Personnel Actions ~ Rehire/Recall Employee HR Information
People ~ Personnel Actions ~ View Transferred Employee
History
People ~ Personnel Actions ~ Hire Employee
Staffing ~ Recruiting Activity ~ Select Applicant Hire Applicant
Staffing ~ Recruiting Activity ~ Quick Hire Applicant
People ~ Personnel Actions ~ Maintain Employee File Job Information
Numbers
Benefits ~ Benefit Eligibility Information ~ Eligibility Job/Employment
Information
People ~ Terminations ~ Layoff Employee Layoff
People ~ Personnel Actions ~ Assign Employee to Multiple Multiple Jobs
Jobs
People ~ Personnel Actions ~ Verify Compensation Pay Rate
Staff Relations ~ Leave of Absence Administration (Staff Status Changes
Relations) ~ Manage Leave of Absence
People ~ Leave of Absence Administration (People) ~ Manage
Leave of Absence
People ~ Employee Discipline (People) ~ Suspend Employee Suspension
People ~ Personnel Actions ~ Transfer Employee Transfer
Compensation ~ Compensation Actions ~ Quick Update Update Employee's Pay
Rate
People ~ Personnel Actions ~ Quick Hire Hire Employee
People ~ Personnel Actions ~ Quick Update Update Employee
Information
Benefits ~ Benefit Enrollment ~ Dependent/Beneficiary Update
Information Dependents/Beneficiaries
People ~ Record Benefit Events (People) ~ Family Status &
Administrative Correction Events
Staffing ~ Maintain Benefit Coverages (Staffing) ~
Dependent/Beneficiary Information
Benefits ~ Benefit Eligibility Information ~ Dependent Dependents/Beneficiaries
Information
People ~ Personal Information ~ Change Employee Personal Information
Demographics
People ~ Terminate Employee Termination

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 Running the Deduction Calculation Process 8-9

Table 8-1. Tasks Affecting Recalculation of Employee’s Deductions (cont.)

Paths Tasks
People ~ Personnel Actions ~ Hire Employee ~ General General Deductions
Deductions
People ~ Personnel Actions ~ Change Pay Rate Change Employee’s Pat
Rate
People ~ Personnel Actions ~ Change Job/Position Change Job/Position
Information
People ~ Personnel Actions ~ Change Earnings Distribution Earnings Distribution
People ~ Personal Information ~ Change Emergency Contact Emergency Contract
People ~ Personnel Actions ~ Change Pay Rate Model Compensation
Changes

Calculating Deductions
Calculating deductions is a process that determines which deductions to take for employees
and updates the appropriate tables. The scheduling of a deduction and how many times a
Running the month it will be deducted are determined on AutoPay and not in ADP Enterprise HR.
Deduction Therefore, all deductions are calculated regardless of the deduction frequency established in
Calculation the Deduction table. Because ADP Enterprise HR is sending only employee changes to
Process AutoPay, it does not know how to schedule the employee deductions.
Designating the
Deduction Run the calculate deductions process as follows:
Calculation Settings
1 . Select Payroll and make the following selections:
 Calculating
Deductions

Reviewing Error Payroll Cycle ~ Step 4: Process/Review Deductions

Messages

Correcting Error
Messages 2 . Double-click the Calculate Deductions task. The Search dialog box displays.
Reviewing
Calculated
Deductions

Confirming
Deductions

Figure 8-4. Search Dialog Box

3 . In the Search for dialog box, enter information into the following fields:

• Pay Group/Group Name - Select the name of the pay group.

• Type - Select the type (either pay group or group).

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8-10 Running the Deduction Calculation Process

• Autolink Payroll Run Year - Enter the year of the payroll run.
• Week Number - Enter the week number of the payroll run.
• Autolink Payroll Number - Enter the number of the Autolink payroll.
4 . Click OK. The Calculate Deductions panel displays.

 If there are no unconfirmed deduction calculations, “No Matches Found” displays.

For a description of the

fields on this panel,
press F1.

Figure 8-5. Calculate Deductions Panel

5 . Confirm the information display in the Pay Cycle Information and Deduction
Calculations Status areas. For details, see “Designating the Deduction Calculation
Settings” on page 8-4.

6 . If you want the application to confirm automatically when there are no errors, select the
Auto-Confirm When No Errors check box.

7 . Click Calculate Deductions. When your process has completed successfully, you
receive a confirmation.

8. View the Deduction Calculation Status which displays the current status of the
deduction calculation.

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 Running the Deduction Calculation Process 8-11

9 . If the process fails in the middle of processing and the calculate status does not update
(AL Dedcalc in Progress), click the Reset check box and then select Calculate
Deductions to calculate the deductions again.

The following figure shows the Calculate Deductions panel with the Reset check box.

For a description of the

fields on this panel,
press F1.

Figure 8-6. Calculate Deductions Panel with Reset Check Box

You have just finished running the calculate deductions process.

If the Deductions Calculated message displayed, the calculate deductions process did not
encounter any errors and you can now review the calculated deductions. To do this, see
“Reviewing Error Messages” on page 8-12.

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8-12 Running the Deduction Calculation Process

Reviewing Error Messages

The calculate deductions process can generate deduction processing errors. If a processing
error has occurred “Not Success” will appear for that process in the Process Monitor. For
Running the step-by-step instructions on using the Process Monitor see the Application Administrator’s
Deduction Guide.
Calculation
Process You must correct the errors and rerun the calculate deductions process before proceeding
Designating the
any further. You should get into the habit of checking for messages, regardless of whether
Deduction you received the Check Messages! message or not. There can be errors in a benefit plan, the
Calculation Settings benefit program, or in individual employee enrollment files.
Calculating
Deductions  The calculate deductions process also produces error logs and run logs. These logs appear
in the TEMP directory as.ERR and.LOG files, for example, ALPDCRUN.ERR and
 Reviewing Error
Messages
ALPDCRUN.LOG.

Correcting Error You can use the error logs and run logs in addition to review the error messages online.
Messages
You can view any errors generated during the deduction calculation online. Use the
Reviewing
Calculated
following steps to check your messages online:
Deductions
1 . Select Payroll and make the following selections:
Confirming
Deductions

Payroll Cycle ~ Step 4: Process/Review Deductions

2 . Double-click the Review Deduction Messages task. The Search dialog box displays.

Figure 8-7. Search Dialog Box

3 . From the Search dialog box, enter the following information.

• Pay Group - Enter the employee’s pay group. A pay group is an identifier assigned
to a set of employees that are grouped together for payroll processing purposes.

• Autolink Payroll Run Year - Enter the year of the payroll run.
• Week Number - Enter the week number of the payroll run.
• Autolink Payroll Number - Enter the number of the Autolink payroll.

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 Running the Deduction Calculation Process 8-13

• Pay Period End Date - Enter the date that the pay period ends.
• Employee ID - Enter or select an employee ID.
• Employment Record Number - Enter the employee’s employment record number.
• Message ID - Enter a unique ID to assign to the message.
• Message Type - Select either an Error or Warning message type.
4 . Click OK to display the deduction messages.

 If there are no errors, “No Matches Found” displays. See “Confirming Deductions”
on page 8-17 for information on what to do next.

The Deduction Messages panel displays.

For a description of the

fields on this panel,
press F1.

Figure 8-8. Deduction Messages Panel

5 . Use the outer scroll bar to scroll through multiple messages for this employee.

You can access error messages for other employees by pressing F9 (Next in List) or
pressing Shift F9 (Previous in List). You can also print the Calculation Error Report
(ALPAY017) or the Exception Report (ALPAY018).

6 . View the following message fields.

• Message Data - Displays the benefit plan and plan type where the error is located.
This information helps you know where to look for the problems that need to be
corrected.

• Message - Displays a short explanation of the problems that caused the error. Note
that if an employee has any errors, no deductions have been calculated for that
employee.

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8-14 Running the Deduction Calculation Process

You have just finished reviewing messages and calculated deductions.

Next, if you have any error messages, you must correct them. To do this, see “Correcting
Error Messages” on page 8-14 for more information. Once you correct the error messages
and rerun the calculate deduction process successfully, you will be ready to review the
calculated deductions. For more information, see “Reviewing Calculated Deductions”
on page 8-15.

Or, if you do not have any error messages, you can confirm the deductions. To do this, see
“Confirming Deductions” on page 8-17.

Correcting Error Messages

When an error occurs, go to the employee enrollment, the Benefit Program table, or the
Benefit Plan tables to correct the problem. Errors often result from enrolling employees in
Running the plans for which they are not eligible, leaving out end dates for old benefit programs and/or
Deduction plans, or incompatibility between the plans and programs in which an employee is enrolled.
Calculation
Process The following is a typical message that you may see:
Designating the
Deduction
If you fail to set up a run control before attempting to run the Calculate Deductions program,
Calculation Settings you will not receive a CHECK MESSAGES! notice. Rather, the following message displays:
Calculating
DEDUCTION RUN CONTROL MISSING
Deductions
for Profile ID
Reviewing Error and Week Number
Messages
and Payroll Nbr
 Correcting Error
Messages

 Reviewing
Calculated You have just finished correcting the error message. Next, you must rerun the Deduction
Deductions Calculation process. To do this, see “Calculating Deductions” on page 8-9.
Confirming
Deductions  When you rerun the program, it is possible that different messages may appear. If this is the
case, as you resolve existing errors, you must rerun the calculate deductions process to
ensure that the final data generated for a given pay period is valid.

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 Running the Deduction Calculation Process 8-15

Reviewing Calculated Deductions

Once the deductions calculate with no errors, you can review the calculated deductions
online on an employee by employee basis. This is a good way to verify the deductions
before confirming them.

Calculated means that deductions have been successfully calculated for the employee and
no errors occurred during the calculate deductions process for that employee. At this stage,
you can make changes and rerun the calculate deductions process. If you make changes to an
employee’s deductions, the pay status will be updated prior to rerunning the calculate
deductions process.

Confirmed means that the confirm deductions process has been run for those employees
and their deductions are ready for the Prepare for Transmission process to be run. At the
confirmed stage, no changes can be made to the deductions.

The Calculated Deductions panel is a display-only panel, so you cannot directly change any
of the information on this panel. Once you select and retrieve an employee’s file, use the
scroll bar on the right side of the panel to view all of the deductions for that employee. The
Calculated Base field displays the number that is the basis for a particular deduction’s
calculations. For example, if an employee has a life benefit with a coverage of 50,000, then
the amount in the calculated base field would be 50,000.

If there are any errors in the Calculated Deductions list, return to Deduction Messages and
view and correct the errors.

To review the calculated deductions for an employee, use the following steps:

1 . Select Payroll and make the following selections:

Payroll Cycle ~ Step 4: Process/Review Deductions

2 . Double-click the Review Calculated Deductions task. The Search dialog box displays.

Figure 8-9. Search Dialog Box

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8-16 Running the Deduction Calculation Process

3 . Enter search information into the Pay Group, Autolink Payroll Run Year, Week
Number, Autolink Payroll Number, Pay Period End Date, Employee ID, and
Employment Record Number fields and click OK. The Calculated Deductions panel
displays.

 If there are no calculated deductions, “No Matches Found” displays. See “Confirming
Deductions” on page 8-17 for information on what to do next.

For a description of the

fields on this panel,
press F1.

Figure 8-10. Calculated Deductions Panel

4 . View the following calculated deductions information.

• Company - Displays the company code.

• Pay Group - Displays the employee’s pay group. A pay group is an identifier
assigned to a set of employees grouped together for payroll processing purposes. The
pay group is equivalent to the AutoPay company code. Pay groups must be
established on the Pay Group table before they can be used elsewhere.

• Payroll Year - Displays the payroll year you entered to run the Deduction
Calculation program.

• Week Number - Displays the week number you entered to run the Deduction
Calculation program.

• Payroll Number - Displays the payroll number you entered to run the Deduction
Calculation program.

• End Date - Displays the date the pay period ends. Pay period end dates must be
established on the Pay Calendar table before they can be used elsewhere.

• Pay Date - Displays the pay date.

• Deduction - Displays the name, tax status, and type of the deduction.
• Amount - Displays the amount of the deduction.

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 Running the Deduction Calculation Process 8-17

• Percent - Displays the deduction percent.

• Calculated Base - Displays the number that is the basis for the deduction’s
calculations.

5 . When you are finished, click (Close).

Running Review Deductions Not In Program (ALPAY028)

This report lists deductions that were processed from a previous benefit program. Using this
report, you can view benefit deductions not processed in the current benefit program and
verify that the deductions were not deducted in error.

For more information, see “Running Review Deductions Not In Program (ALPAY028)”
on page 19-60.

You have just finished reviewing the calculated deductions.

Next, you must confirm the deduction calculations.

Confirming Deductions
The final phase in calculating deductions is to confirm your calculations. You must run the
Confirm deductions process at least once for each cycle. The confirm deductions process
Running the sets flags to indicate the completion of a Deduction Cycle. After all deduction errors have
Deduction been corrected and the calculate deductions process has been run for the last time, you must
Calculation run the confirm deductions task. Prepare for Transmission (PFT) will not send deductions if
Process they have not been confirmed.
Designating the
Deduction Once the confirm deductions process has been run, the employee’s deduction status changes
Calculation Settings to Confirmed.
Calculating
Deductions Perform the following steps to automatically run the confirm deductions process as part of
the calculate deductions process:
Reviewing Error
Messages
1 . Select Payroll and make the following selections:
Correcting Error
Messages

Reviewing Payroll Cycle ~ Step 4: Process/Review Deductions

Calculated
Deductions

 Confirming
Deductions

Chapter 8: Calculating Deductions

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8-18 Running the Deduction Calculation Process

2 . Double-click the Confirm Deductions task. The Search dialog box displays.

Figure 8-11. Search Dialog Box

3 . Enter information into the Pay Group/Group Name, Type, Payroll Run Year, Week
Number, and Autolink Payroll Number and click OK. The Confirm Deductions panel
displays.

 If there are no unconfirmed deduction calculations, “No Matches Found” displays.

For a description of the

fields on this panel,
press F1.

Figure 8-12. Confirm Deductions Panel

4 . From the Pay Cycle Information area, view the following information.

• Pay End Date 1 - This field displays the first pay end date based on ESS (Event
Scheduling System). The pay end dates determine if a deduction is to be calculated
by comparing them with the effective dates (beginning and ending) of the deduction.
If a pay group has two pay frequencies or different pay end dates, calculate
deductions will calculate employees with “No” in the Pay Group 2 field in the Job
Record first, then calculate employees with “Yes” in the Pay Group 2 field. This
allows for different pay frequencies and/or different pay end dates to be used for
deduction calculations.

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 Running the Deduction Calculation Process 8-19

• Pay End Date 2 - This field displays the second pay end date based on ESS (Event
Scheduling System). The pay end dates determine if a deduction is to be calculated
by comparing them with the effective dates (beginning and ending) of the deduction.
If a pay group has two pay frequencies or different pay end dates, the calculate
deductions process calculates employees with “No” in the Pay Group 2 field in the
Job Record first, then calculate employees with “Yes” in the Pay Group 2 field. This
allows for different pay frequencies and/or different pay end dates to be used for
deduction calculations.

• Pay Date - Select a pay date. This field displays the pay date of the payroll to be
processed.
5 . From Deduction Calculation Settings area, view the following information.

• View the Calculation Type field. Each time you run Deduction Calculation, this
field indicates whether you process for all employees or only for employees where
needed.

• View the Calculation Status field. This field indicates whether or not the calculate
deductions processing has been run for this batch and if there were any errors.
6 . Click Confirm Deductions. A message notifies you that the process was successful or
that it failed.

You have just finished confirming deductions, which is the last step in calculating
deductions. The deduction status is now “Confirmed” and ADP Enterprise HR is ready to
begin running the Prepare for Transmission process.

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8-20 Unconfirming Deductions

Unconfirming Deductions

Once the confirm deductions process has been run, no deduction-related changes can be
made for the specified pay period. The unconfirm deductions process is available in the
event that you need to reverse the results of the confirm deductions process. If you have
already run the confirm deductions process and you must rerun the calculate deductions
process, you must run the unconfirm deductions process then rerun the calculate deductions
process.

The unconfirm deductions process resets indicators in the PS_DED_LINE table and the Run
Control Table to P (Processed) from C (Confirmed). This enables the confirm deduction
process when the deductions are complete so the Prepare for Transmission (PFT) program
will send the deductions to AutoPay.
If you decide to run the unconfirm deductions process, you will have to rerun the entire
calculate deductions and confirm deductions process once you have made all of your
changes. You should also contact your ADP consultant for assistance in running this
procedure.

Use the following steps to unconfirm deductions that have already been confirmed.

1 . Select Payroll and make the following selections:

Payroll Cycle ~ Step 4: Process/Review Deductions

2 . Double-click the Unconfirm Deductions task. The Search dialog box displays.

Figure 8-13. Search Dialog Box

Chapter 8: Calculating Deductions

Payroll Processing Guide
 Unconfirming Deductions 8-21

3 . Enter information into the Pay Group/Group Name, Type, Autolink Payroll Run
Year, Week Number, and Autolink Payroll Number fields and click OK. The
Unconfirm Deductions panel displays.

 If there are no confirmed deduction calculation runs, “No Matches Found” displays.

For a description of the

fields on this panel,
press F1.

Figure 8-14. Unconfirm Deductions Panel

4 . Click Unconfirm Deductions. A message notifies you that the process was successful or
that it failed.

You have just finished unconfirming deductions.

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8-22 Unconfirming Deductions

Chapter 8: Calculating Deductions

Payroll Processing Guide
Chapter 9
Preparing and Transmitting Pay Data

PAGE TOPIC

9-2 Introduction
9-3 Monitoring the Cycle Process
9-8 Creating the ADP Payroll File
9-25 Transmitting Your Payroll to ADP
9-29 Viewing the Logs
9-30 Viewing Payroll Notification Message Detail
9-36 Backing Up Your Data
9-37 Exporting Employee TLM Data
9-61 Receiving and Loading the ADP Retirement Services File
9-71 Receiving and Loading the Wage Garnishment File

Chapter 9: Preparing and Transmitting Pay Data

Payroll Processing Guide
9-2 Introduction

Introduction

This chapter explains how to transmit and receive data through the Autolink interface.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

Chapter 9: Preparing and Transmitting Pay Data

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 Monitoring the Cycle Process 9-3

Monitoring the Cycle Process

At any time during the cycle process, you can check the process’s current status to ensure
that no steps in the process are omitted or repeated. Note that this monitor process does not
trace previous actions, but allows you to check the current status.

You can monitor the cycle process status in the following ways:

• Viewing the Processing Cycle Status for All Pay Groups

• Viewing the Processing Group Cycle Status
• Viewing and Changing the Current Cycle State for a Specific Pay Group

Viewing the Processing Cycle Status for All Pay

Groups
To view a summary of the processing cycle status for all pay groups, follow these steps:

Monitoring the 1 . Click Payroll and make the following selections:

Cycle Process
 Viewing the Payroll Cycle ~ Step 6: View or Modify Cycle Status
Processing Cycle
Status for All Pay
Groups
2. Double-click the Pay Group Summary task. The Pay Group Cycle Status panel
Viewing the
Processing Group displays.
Cycle Status

Viewing and
Changing the
Current Cycle State
for a Specific Pay
Group

Figure 9-1. Pay Group Cycle Status Panel

 For a description of the fields on this panel, press F1.

Chapter 9: Preparing and Transmitting Pay Data

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9-4 Monitoring the Cycle Process

3 . View the following information:

• Pay Group - Displays the pay group code and description.

• Cycle Status - Displays the cycle processing status for the pay group.
• Quick View Pay Group - Indicates whether QuickView is enabled for the specific
pay group.
After you transmit files to ADP Enterprise HR, you can use QuickView to preview
payroll information before ADP Enterprise HR processes this information. For more
information, see Chapter 11, “Using QuickView.”

• Quick View Payroll - Indicates whether QuickView is enabled for the payroll.
After you transmit files to ADP, you can use QuickView to preview payroll
information before ADP processes this information. For more information, see
Chapter 11, “Using QuickView.”

4. When you are finished viewing the summary of the processing cycle status for all pay
groups, click (Close).

You have viewed the processing cycle status for pay groups. Next, view the summary of the
processing cycle status for a processing group.

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 Monitoring the Cycle Process 9-5

Viewing the Processing Group Cycle Status

To view a summary of the processing cycle status for a processing group, follow these steps:

Monitoring the 1 . Click Payroll and make the following selections:

Cycle Process
Viewing the
Processing Cycle
Payroll Cycle ~ Step 6: View or Modify Cycle Status
Status for All Pay
Groups

 Viewing the
2. Double-click the Processing Group Summary task. The Group Cycle Status panel
Processing Group displays.
Cycle Status

Viewing and
Changing the
Current Cycle State
for a Specific Pay
Group

Figure 9-2. Group Cycle Status Panel

 For a description of the fields on this panel, press F1.

3. Review the information. For more information on these fields, see “Viewing the
Processing Cycle Status for All Pay Groups” on page 9-3.

4. When you are finished viewing the summary of the processing cycle status for the
processing group, click (Close).

You viewed the summary of the processing cycle status for a processing group. Next, learn
how to change the cycle state for a pay group.

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9-6 Monitoring the Cycle Process

Viewing and Changing the Current Cycle State for

a Specific Pay Group
You can view—and in some situations, change—the sequence and execution of the
processing cycle steps. Follow these steps:
Monitoring the
Cycle Process 1 . Click Payroll and make the following selections:
Viewing the
Processing Cycle
Status for All Pay Payroll Cycle ~ Step 6: View or Modify Cycle Status
Groups

Viewing the
Processing Group 2. Double-click the Modify Cycle Status task. The Search dialog box displays.
Cycle Status

 Viewing and
Changing the
Current Cycle
State for a
Specific Pay
Group
Figure 9-3. Search Dialog Box

3. Enter the pay group or processing group you want to work with and click OK. The Cycle
Status panel displays.

For a description of the

fields on this panel,
press F1.

Figure 9-4. Cycle Status Panel

4. View the Current Cycle State that shows the cycle step that is currently in progress.

5. View the Next Normal Cycle Operation that shows next cycle process based on the
cycle step currently in progress.

6. Using the Change State To field, you can change the current state so that you can redo
a step (such as Data Entry/Transmittal). The availability of this field depends on the
current cycle status.

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 Monitoring the Cycle Process 9-7

7. Click (Save).

You’ve learned how to modify the cycle process.

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9-8 Creating the ADP Payroll File

Creating the ADP Payroll File

The principal function of PFT (Prepare for Transmission) is to process the accumulated
employee payroll information from the ADP Enterprise HR database for the current pay
period (including employee masterfile differences and pay data batch data) and generate the
ADP payroll data file (.pay file) for transmission to the ADP National Service Center
(NSC).

 For more information on PFT, see Appendix B, “Prepare for Transmission (PFT) Technical
Overview.”

Before you can prepare for transmission, you must complete the Pay Cycle Settings task, as
described in “Modifying a Scheduled Payroll Run” on page 3-3.

Creating the ADP payroll file initiates Prepare for Transmission (PFT) and does the
following:

• Reads the ADP Enterprise HR employee data tables, the pay data batches, and the Wage
Garnishment Processing System (WGPS) payee data to identify employee-level
masterfile changes, to verify that the batches are in balance, and to identify payee
changes.

• Compares the old master file information to the new employee file master file to
determine the changes made since the last pay cycle. PFT also acknowledges any mapped
fields.

• Processes the completed, balanced pay data batches and writes to the ADP standard PAY
file format.

 Using WGPS does not mean that a .wgu file is always created for every payroll. Only certain
types of changes go into the .wgu file. Other changes are sent in the .pay file.

If no data changes exist for the .wgu file, then the file is not created. There are instances
where employee lien changes are sent to AutoPay, but that does not necessarily mean there
are changes for the .wgu file.

Before you can transmit employee data and pay data to AutoPay, you must process Prepare
for Transmission, which creates a .ccd file, a .pay file, and the .wgu file. These files will
be transmitted to AutoPay during the transmission step. Make sure all pay data batches are
in balance or held before processing Prepare for Transmission.

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 Creating the ADP Payroll File 9-9

You must first prepare the pay file for transmission before you can transmit it to AutoPay.
This preparation includes ensuring that the pay files batches are in balance and that the
employee entries and changes are correct. Once you have corrected errors and balanced
batches, you can select Run Prepare for Transmission to prepare the pay file. This section
describes the tasks necessary to prepare the pay file. They are:

• Running the Employee Changes Report (ALPAY016)

• Correcting Batch Balances
• Correcting Batch Errors
• Selecting the Change Report Options
• Running Prepare for Transmission

Running the Employee Changes Report

(ALPAY016)
The Employee Changes Report (ALPAY016) allows you to generate two versions of the
employee changes made since the last payroll was complete.
Creating the ADP
Payroll File You can generate the report in an audit mode before Prepare for Transmission (PFT) or you
can generate a final pay file update version after PFT. The type of Employee Changes
 Running the
Employee
Report that you produce depends on the cycle status of the selected pay group.
Changes Report
(ALPAY016) Although there is no need to run an additional Employee Changes Report (ALPAY016) after
you run Prepare for Transmission (PFT produces a final ALPAY016 report as part of the
Correcting Batch
Balances process), there may be a need for different users to run their own copy to display only the
changes they have security rights to in order to verify their changes. The Print Final Pay File
Correcting Batch
Errors
Update accommodates this need without affecting the cycle status. If you have last minute
chances after running PFT, the cycle status must be manually be set back using the Modify
Selecting the
Cycle Status task, and then PFT must be run again in order to include the new changes in the
Change Report
Options pay file for the next task -- Transmit ADP Payroll File.
Reporting on Data
Integrity Prior to Run Audit Only
Running Prepare
for Transmission The Run Audit Only version runs the specific processes of Prepare for Transmission (PFT)
Running Prepare related to identifying employee changes. This is done in an audit mode and other PFT
for Transmission processes, such as create pay file, set cycle status, and so forth are bypassed so that you can
run the report, review the information, and make corrections until payroll processing is
complete.

If the cycle status of the payroll of the selected pay group or group is set to Data
Entry/Transmittal Done, the Report Type defaults to Run Audit Only and is grayed and
unavailable. The audit version of the Employee Changes Report creates a .rpt file which is
placed in the sqrout\<operid> of the user running the report.T his allows multiple users
to run reports without the risk of overwriting each other.

 When you generate the Employee Changes Report in audit only, the words Audit Only,
are printed at the top of the report. This is to remind you that these are not the final
changes for the payroll processing.

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9-10 Creating the ADP Payroll File

Once payroll processing is complete, you can then run PFT to create the necessary files and
set the appropriate cycle status. At the end of processing, PFT runs a copy of the Employee
Changes Report. This version of the report lists all employee changes that have been entered
since the previous pay period. For each employee, file number, name, and employee ID are
printed as a header. Each changed field is then printed in three columns on a separate line.
The first column gives the field name, the second column gives the old value for the field,
and the third column gives the new value. A second grouping of three columns for the next
field continues across the page. This version of the report is placed in the batch/temp
directory.

Final Pay File Update

The Final Pay File Update version of the Employee Changes Report pulls information from
the .rpt file in the batch/temp where it was placed when PFT was completed.This does
not generate any new modifications but creates a copy of the final changes based on the
security of the user running the report. It contains the final employee changes that were
made for the payroll processing. employee.

If the cycle status of the payroll of the selected pay group is set to 3, Prepare for
Transmission Complete, the Report Type defaults to Final Pay File Update and is grayed
and unavailable. This report is placed in the sqrout\<operid> of the user running the
report. This allows multiple users to run reports without the risk of overwriting each other.

 It is your responsibility to review and verify the data you have entered in this pay cycle and
that it is ready to send for processing.

The final version of the Employee Changes Report, (ALPAY016), automatically runs as part
of the PFT process. It is generated at the end of the PFT process. The options for that
rendition of the report are set through the Change Report Options panel (Payroll ~ Payroll
Cycle ~ Step 7: Process Payroll ~ Create ADP Payroll File).

To run the Employee Changes report (ALPAY016), do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 5: Run Reports and Verify Payroll Input

Chapter 9: Preparing and Transmitting Pay Data

Payroll Processing Guide
 Creating the ADP Payroll File 9-11

2. Double-click the Employee Changes Report (ALPAY016) task. The Employee

Changes panel displays.

For a description of the

fields on this panel,
press F1.

Figure 9-5. Employee Changes Panel

3. From the Pay Group field, select the pay group or group for which you want to run the
report.

 You can run the Employee Changes Report for a single pay group or group. If you select
a group for which to run the report, all the pay groups belonging to that group are
individually listed and you must select options for each from the Sort Option and Page
Break fields.

If you have previously run the Employee Changes Report for a pay group, the report label
and sort options used for the previous run are defaulted into the panel once you select
the pay group.

4. Depending on the Cycle Status of the pay group or group you select, the type of report
in the Report Type area is selected and grayed out. You cannot manually change the type
of report that can be generated.

• Run Audit Only - generates the report in an audit mode for changes prior to PFT
being run. The report is placed in the sqrout/<operid> of the user generating the
report.

• Print Final Pay File Update - prints the final report generated by PFT and includes
all changes that were created for the pay file.
5. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated.

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9-12 Creating the ADP Payroll File

For example, you may have multiple users running the same report for the same pay
group but with different batch(es) or data selected. In this instance, you could enter a
report label that included the profile ID (operator ID) which would provide a unique
identifier.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

The report label you enter is appended to the filename of the generated report. For
example, if you are reporting on pay groups 22D and BIW and you enter a report label
of WKLY, the generated reports will have the filenames, alpay001_22d_wkly.lis
and alpay001_biw_wkly.lis. Since using a report label creates a unique filename for
the generated report, your report will not get overwritten when someone else generates
the same report.

6. From the Select Sort Options area designate the sorting criteria and priority you want
for your information. Click in the Sort Field column to select a sorting option.

7. Select where you want the page breaks to be inserted from the Page Break field.

8. From the Cycle Status field, review the pay groups cycle status. This status determines
the Report Type you can generate.

9. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has completed, you can view your file by
clicking (Report Outputs).

You have just run the Employee Changes Report. For additional information on running,
viewing, and printing reports, refer to the Using ADP Enterprise HR Guide. For details on
sources, sort order, and an illustration of the report, see the Standard Reports Guide. Next,
learn to correct batch balances before you run prepare for transmission.

Chapter 9: Preparing and Transmitting Pay Data

Payroll Processing Guide
 Creating the ADP Payroll File 9-13

Correcting Batch Balances

Before you can run prepare for transmission, all batches included in the pay file must be in
balance. To balance the batches, do the following:
Creating the ADP
Payroll File 1 . Click Payroll and make the following selections:
Running the
Employee Changes
Report (ALPAY016) Payroll Cycle ~ Step 7: Process Payroll

 Correcting Batch
Balances
2. Double-click the Create ADP Payroll File task. The Prepare for Transmission panel
Correcting Batch displays.
Errors
Selecting the
Change Report
Options
Reporting on Data
Integrity Prior to
Running Prepare
for Transmission

Running Prepare
for Transmission

Figure 9-6. Prepare For Transmission Panel

 For a description of the fields on this panel, press F1.

All batches that are out of balance are displayed on the panel.

 If the Restricted field has a Y value, the batch is restricted to the user who created the batch
or a super user. No one else can make changes.

Chapter 9: Preparing and Transmitting Pay Data

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9-14 Creating the ADP Payroll File

3. Click the Batch ID of the out of balance batch. The Hours/Earnings panel displays for
modifying batch totals.

For a description of the

fields on this panel,
press F1.

Figure 9-7. Hours/Earnings Panel

4. Enter your control totals in the Control field or click Auto Balance. Repeat this for the
Taxes and Miscellaneous panels until the batch is in balance. For more information on
using these panels, see Chapter 4, “Balancing Batch Totals.”

5. Once the batch is in balance, click (Close) to return to the Prepare for Transmission
panel.

6. Continue balancing any listed batches until no more are listed.

7. Do one of the following:

If there are no other errors to correct, click Run Prepare for Transmission. You will
receive a message notifying you that your process has been submitted. Click OK. When
the process has completed, you can view your file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide. For details on sources, sort order, and an illustration of the
report, see the Standard Reports Guide.

or

Proceed to the Batch Errors panel to correct the errors listed there.

You have learned how to correct payroll batch balances before sending. Next, you can find
out how to correct batch errors.

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 Creating the ADP Payroll File 9-15

Correcting Batch Errors

Use the Batch Errors panel to review and correct errors in the batch. The four types of errors
that are listed are:
Creating the ADP
Payroll File • Invalid Paycheck Tax Frequency Values for Bonus Payrolls - A value in the
Running the Paycheck Tax Frequency field is not allowed if the current payroll transmittal record
Employee Changes includes a special effect of 10, 13, 14, or 15 which indicates a bonus payroll. If this error
Report (ALPAY016) is found, you must remove the special effect or delete the value from the Paycheck Tax
Correcting Batch Frequency field before you can continue processing the payroll.
Balances
• Invalid Paycheck Tax Frequency/Tax Frequency Combinations - Values for both the
 Correcting Batch Paycheck Tax Frequency field and the Tax Frequency field are not allowed for the
Errors
same employee on the same pay. If this error is listed, you must correct it before you can
Selecting the continue processing the payroll. This can be across multiple batches.
Change Report
Options
• Invalid Paycheck Tax Freq/Tax Freq - You cannot have different Paycheck Tax
Reporting on Data Frequency values for the same file number in different batches.
Integrity Prior to
Running Prepare • Invalid Direct Deposit Block - You cannot have different Block Direct Deposit values
for Transmission
for the same file number in different batches.
Running Prepare
for Transmission • Manual Check-Duplicate Pay Nbr - You cannot have duplicate pay numbers for the
same file number on a manual check or adjustment. Any duplicate pay number errors
display after you complete the correction of any other errors.
To correct a listed batch error, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 7: Process Payroll

Chapter 9: Preparing and Transmitting Pay Data

Payroll Processing Guide
9-16 Creating the ADP Payroll File

2. Double-click the Create ADP Payroll File task. The Prepare for Transmission panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 9-8. Prepare For Transmission Panel

3. Click the Batch Errors tab. The Batch Errors panel displays.

 When correcting batch errors, you must start on the Prepare for Transmission panel. For
more information, see page 23.

For a description of the

fields on this panel,
press F1.

Figure 9-9. Batch Errors Panel

4. Click the Cross-Batch Edit Check button.

 If the Cross-Batch Edit Required check box is selected on the Autolink Preferences
panel (System Admin ~ Autolink Payroll Setup (Required) ~ Pay Groups ~ Pay Group
Options ~ Autolink Preferences), the Run Prepare for Transmission button is gray and
unavailable until you run the cross-batch edit check.

Chapter 9: Preparing and Transmitting Pay Data

Payroll Processing Guide
 Creating the ADP Payroll File 9-17

The Cross-Batch Edit Check confirmation message displays.

Figure 9-10. Cross-Batch Edit Check Dialog Box

5. Click Yes. If no errors are available, a message indicating no errors were found displays.
If there are errors, they display on the panel.

For a description of the

fields on this panel,
press F1.

Figure 9-11. Batch Errors Panel

6. View the following information:

• Error Description - Describes the error type (see page 9-15 for a list of possible
errors).

• Pay Group - Displays the pay group for which PFT is being run and which contains
the errors.

• Batch ID - Displays the batch ID of the batch that contains the pay entry with the
error.

• File Nbr - Displays the file number for the employee who has errors on their pay
entry.

• Pay Nbr - Displays the pay number for the erroneous pay entry.
• Field Reference - Lists the field name showing the error from the PDE (pay data
entry) tables.

• Value - Shows the value of the field showing the error from the PDE tables.

Chapter 9: Preparing and Transmitting Pay Data

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9-18 Creating the ADP Payroll File

7. Click the File Number of the employee whose error you want to correct. The
Hours/Earnings panel displays for correcting the employee’s information.

For a description of the

fields on this panel,
press F1.

Figure 9-12. Hours/Earnings Panel

8. Enter your corrections based on the error message from the Batch Errors panel.

9. Click (Save) and then click (Close) to return to the Batch Errors panel.

 For more information on the Hours/Earnings panel, see Chapter 4, “Entering Additional
Hours and/or Earnings.”

10. Click the Cross-Batch Edit Check button and continue with the corrections. If there are
any duplicate pay number errors they will display after you have corrected the first group
of errors.

For a description of the

fields on this panel,
press F1.

Figure 9-13. Batch Errors Panel

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 Creating the ADP Payroll File 9-19

11. To correct the duplicate pay numbers, select a new pay number from the New Pay Nbr
field to assign a new pay number for any duplicates you want to correct.

12. Click the Cross Batch Edit Check button when you have completed correcting any
duplicate pay number errors until no more are listed for the batch. All of these errors must
be corrected before you run PFT.

13. If all batches are in balance, all errors have been corrected, and the employee changes
confirmed, click Run Prepare for Transmission. You will receive a message notifying
you that your process has been submitted. Click OK. When the process has completed,
you can view your file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide. For details on sources, sort order, and an illustration of the
report, see the Standard Reports Guide.

You have finished correcting batch errors. Next, select options to display in the employee
change report that is generated at the end of the PFT process.

Selecting the Change Report Options

At the end of the PFT process, an employee change report is generated. This allows you to
review the final changes that were made. You can select the report options prior to running
Creating the ADP PFT through the Change Report Options panel. To select the sort options for the final
Payroll File version of the employee changes report, do the following:
Running the
Employee Changes 1 . Click Payroll and make the following selections:
Report (ALPAY016)

Correcting Batch
Balances Payroll Cycle ~ Step 7: Process Payroll

Correcting Batch
Errors

 Selecting the
Change Report
Options

Reporting on Data
Integrity Prior to
Running Prepare
for Transmission

Running Prepare
for Transmission

Chapter 9: Preparing and Transmitting Pay Data

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9-20 Creating the ADP Payroll File

2. Double-click the Create ADP Payroll File task. The Prepare for Transmission panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 9-14. Prepare For Transmission Panel

 For a description of the fields on this panel, press F1.

3. Click the Change Report Options tab. The Change Report Options panel displays.

For a description of the

fields on this panel,
press F1.

Figure 9-15. Change Report Options Panel

4. Select the Sort Options you want for the report’s presentation.

5. Select where you want the page breaks to be inserted from the Page Break option:

• None - no page break

• Employee - page break inserted after each employee

Chapter 9: Preparing and Transmitting Pay Data

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 Creating the ADP Payroll File 9-21

• Dept/Loc - page break inserted after each department or location.

6. If you are ready to run PFT, click Run Prepare for Transmission. You will receive a
message notifying you that your process has been submitted. Click OK. When the
process has completed, you can view your report by clicking (Report Outputs).

For additional information on running and viewing reports, refer to the ADP Enterprise HR
User’s Guide. For details on sources, sort order, and an illustration of the report, see the
Standard Reports Guide.

You have selected the options for the change report. Next, run the check data prior to
running PFT.

Reporting on Data Integrity Prior to Running

Prepare for Transmission
Before you run Prepare for Transmission (PFT), you have the option to check the references
in the database to ensure they are valid and that no invalid links exist between tables
Creating the ADP (referential integrity). If there are errors (known as referential integrity errors), they are
Payroll File reported and can be corrected before committing to PFT. The pre-PFT data check reports
Running the against all referential integrity errors and places the error messages into a report which you
Employee Changes can use for troubleshooting. The report lists the table name, file number, batch ID, pay
Report (ALPAY016) number, entry number, transaction type, and message for each error.
Correcting Batch
Balances  Use this report if you consistently receive referential integrity error messages when running
Correcting Batch PFT.
Errors
You can run the Pre-PFT Data Check (ALPAY030) only for those pay groups with the
Selecting the Pre-PFT Data Check check box selected on the Autolink Preference panel (System Admin ~
Change Report Autolink Payroll Setup (Required) ~ Pay Groups ~ Pay Group Options). For more information,
Options see the Company Setup and Maintenance Guide.
 Reporting on Data
Integrity Prior to
To run the pre-PFT data check report, to the following:
Running Prepare
for Transmission 1 . Click the Payroll functional group.
Running Prepare
2. From the Task Manager, make the following selections:
for Transmission

Payroll Cycle ~ Step 7: Process Payroll

Chapter 9: Preparing and Transmitting Pay Data

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9-22 Creating the ADP Payroll File

3. Double-click the Pre-PFT Data Check (ALPAY030) task. The Pre-PFT Data Check
(ALPAY030) panel displays.

For a description of the

fields on this panel,
press F1.

Figure 9-16. Pre-PFT Data Check (ALPAY030)

4. From Process Group/Pay Group, designate the pay group or processing group you want
to report on.

5. To include only those batches for the current pay cycle in the report, select Include
Batches for Current Pay Cycle Only.

6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise Guide. For details on sources, sort order, and an illustration of the report, see the
Standard Reports Guide.

You have finished optionally running the pre-PFT data integrity report. Next, you can run
the PFT process.

Chapter 9: Preparing and Transmitting Pay Data

Payroll Processing Guide
 Creating the ADP Payroll File 9-23

Running Prepare for Transmission

Follow these steps to run Prepare for Transmission:

Creating the ADP 1 . Click Payroll and make the following selections:
Payroll File
Running the
Payroll Cycle ~ Step 7: Process Payroll
Employee Changes
Report (ALPAY016)

Correcting Batch
Balances
2. Double-click the Create ADP Payroll File task. The Search dialog box displays.
Correcting Batch
Errors

Selecting the
Change Report
Options

Reporting on Data
Integrity Prior to Figure 9-17. Search Dialog Box
Running Prepare
for Transmission 3. Enter the pay group or processing group you want to work with and click OK. The
Prepare for Transmission panel displays.
 Running Prepare
for Transmission

For a description of the

fields on this panel,
press F1.

Figure 9-18. Prepare For Transmission Panel

 If you receive the “No Matches Found” message when selecting a pay group for
processing, check the cycle status to ensure the pay group is in the correct state. For
details, see “Viewing and Changing the Current Cycle State for a Specific Pay Group”
on page 9-6.

4. Verify that if there are no out of balance batches, no batch errors, and the employee
changes have been confirmed. To make batch corrections, see “Correcting Batch
Balances” on page 9-13 and “Correcting Batch Errors” on page 9-15.

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9-24 Creating the ADP Payroll File

5 . Click Run Prepare For Transmission.

If the calculate deduction process and confirm deduction process have not been run, PFT
displays the warning message, “No deductions exist for these Pay Groups: XXX. Do you
want to continue?” (with XXX being the pay group or pay groups affected).

6. Select one of the following options from the message dialog box:

• Choose Yes if you want to continue with PFT without current deductions being
processed for this payroll.
If Yes is selected, the deductions for employees will remain as they were for the last
payroll processing period. No changes since that period will be created.

• Choose No if you do not want to continue with PFT.

 If you run the calculate deduction and confirm deduction process, run PFT, and receive
the same error message, then it’s likely that the run control record for the calculate
deductions process is out of sync with the transmittal record for PFT. Make sure these
are the same, then run PFT again.

It is your responsibility to review and verify the data you have entered in this pay cycle
and that it is ready to send for processing.

The final version of the Employee Changes Report, (ALPAY016), automatically runs as
part of the PFT process. It is generated at the end of the PFT process. The options for
that rendition of the report are set through the Change Report Options panel (Payroll ~
Payroll Cycle ~ Step 7: Process Payroll ~ Create ADP Payroll File).

7. Assuming you have decided to run PFT, you can monitor the progress of PFT byclicking
(Process Monitor). You can run the PFT process as many times as necessary.

 If the transmission does not complete successfully, refer to “Viewing the Logs”
on page 9-29.

After your payroll has been converted successfully, you can transmit your payroll
information to AutoPay. See “Transmitting Your Payroll to ADP” on page 9-25.

 If, after running PFT, you need to enter new pay data for the current pay period, refer to
“Monitoring the Cycle Process” on page 9-3.

Chapter 9: Preparing and Transmitting Pay Data

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 Transmitting Your Payroll to ADP 9-25

Transmitting Your Payroll to ADP

Each time you transmit your payroll files to ADP, a log file is created for the pay group. The
log filename uses the format of pftxxxnnnnnyyyyyyyy.log, where:

• xxx = pay group

• nnnnn = ProcessInstance

• yyyyyyyy = date in MMDDYYYY format

For example, pftet182310142008.log is the transmission log filename for pay group ET1
with a process instance of 1823 that was created on 10/14/2008. Each transmission creates a
log file with a unique filename. When you transmit files for a subsequent payroll, the
previous log file is archived.

Follow these steps to transmit your payroll to ADP:

 If you are processing multiple pay groups, each pay group is transmitted one at a time for the
entire group of pay groups you are processing.

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 7: Process Payroll

2. Double-click the Transmit ADP Payroll File task. The Search dialog box displays.

Figure 9-19. Search Dialog Box

Chapter 9: Preparing and Transmitting Pay Data

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9-26 Transmitting Your Payroll to ADP

3. Enter the pay group or processing group you want to work with and click OK. The
Transmit Files panel displays.

 If you receive the “No Matches Found” message when selecting a pay group for
processing, check the cycle status to ensure the pay group is in the correct state. For
more information, see “Viewing and Changing the Current Cycle State for a Specific Pay
Group” on page 9-6.

If your pay group is set up to use MQ (messaging queues), encryption information

displays if there are any errors.

For a description of the

fields on this panel,
press F1.

Figure 9-20. Transmit Files Panel

4. In the Password field, enter the password established by your AutoPay consultant.

5. Select the file types you want to transmit from the Transmit File Type area from the
following:

• Generated by PFT (.PAY, CCD) - After you have processed PFT and the status of
PFT is complete, ADP Enterprise HR automatically selects this check box. If the
.PAY and .ccd files are all you want to transmit, save your selections to begin
transmission.

• TLM Punch Detail (.PUN) - This check box is selected if the status of PFT is
complete and the TLM option in the Pay Group table is enabled. If this item is
selected but there is no TLM Punch file to transmit (for whatever reason), you may
clear the check box.
If you have not processed PFT yet, but need to send a TLM Punch file during some
other time in the payroll process, you may do so by selecting the Transmit Files
option, checking this box, and saving your selections to begin transmission. The
TLM Punch File is created outside of ADP Enterprise HR through TLM. Once the
file is created, it should be moved to the same directory as the Pay file—this is
normally either the c:\batch\temp directory or the c:\batch\temp\paygroup
directory. The file is located in the c:\batch\temp\paygroup directory if the
Batch Directory Security by Pay Group check box is selected on the Autolink

Chapter 9: Preparing and Transmitting Pay Data

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 Transmitting Your Payroll to ADP 9-27

panel (System Admin ~ Human Resources Setup (Required) ~ Human Resources

Setup ~ Installation).

It is possible to have changed this option during the implementation of ADP

Enterprise HR. If the file is in a directory other than the default c:\batch\temp or
c:\batch\temp\paygroup, you may select another path. For more information on
adding or updating file paths, see the Application Administrator’s Guide.

 If at least one pay group in a processing group has a TLM system defined for .pun,
the TLM Punch Detail (.PUN) check box is enabled. If the cycle status is 3, the
check box is selected.

However, this check box is not available if the pay group is using MQ and there are
files that are not at the correct encryption level or there are other file errors; go to
Step 6 for information on processing these files.

• Full Funds Disbursement (.WGU) - This check box is selected if the status of PFT
is complete and the Funds Disbursmnt check box on the Pay Group table is
selected. If this item is selected but there is no Funds Disbursement (.WGU) file to
transmit (for whatever reason), you may clear the check box.
If you have not processed PFT yet, but need to send the Funds Disbursement file
during some other time in the payroll process, you may do so by selecting the
Transmit Files option, selecting this check box and saving your selections to being
transmission.

6. If your pay group is set up for using MQ (for more information on MQ, see the
Application Administrator’s Guide), .PUN files that are not at the correct encryption
level display, and the TLM Punch Detail check box is not available.You must do the
following to process these files before you can proceed with transmittal:

a . Click the Encrypt button. A message displays to confirm the convert process to
encrypt the files.

b. Click OK on the message, and then click the Refresh button. Once the files are
encrypted, the files that needed encryption are cleared from the panel. Any other file
errors not related to encryption still display until they are resolved.

c . If other errors remainon the panel, correct these errors. Other possible errors include:

• Incorrect encryption level - this error occurs if the file encryption is something
other than level 0 or 2.

• File access error occurred - this error means you do not have the security set up
to transmit or access the files.

• Datapool header invalid - this error occurs when something is wrong with the
DP1 header record.

 The TLM Punch Detail check box will not be available until all errors have been
corrected, not just the encryption errors.

7. Click (Save).

Chapter 9: Preparing and Transmitting Pay Data

Payroll Processing Guide
9-28 Transmitting Your Payroll to ADP

This establishes communications with AutoPay and begins transferring the files.

 If the transmission does not complete successfully, refer to “Viewing the Logs”
on page 9-29.

You’ve transmitted the files. See the next section, “Viewing the Logs,” for information on
troubleshooting errors.

Chapter 9: Preparing and Transmitting Pay Data

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 Viewing the Logs 9-29

Viewing the Logs

To view or print the messages that occur during transmission of data from ADP Enterprise
HR to AutoPay, view the communications log as follows:

Follow these steps to view the log file.

1 . Click (Report Outputs) in the ADP Enterprise HR toolbar. The Report Outputs
dialog box displays.

Figure 9-21. Report Outputs Dialog Box

2. From the File with extension field, select log. The dialog box lists all the available log
files.

3. From Locations, located in the left navigation area, click next to the Batch folder to
view a list of pay group folders. Files for a pay group can be found in the specified pay
group batch directory.

 Authorization to view process results through the Batch directory or Batch Archive
directory must be granted through Operator Security. For more information, see the
Application Administrator’s Guide.

Figure 9-22. Report Outputs Dialog Box

4. Select the PFT log file and click (View). The log will be displayed.

Chapter 9: Preparing and Transmitting Pay Data

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9-30 Viewing Payroll Notification Message Detail

Viewing Payroll Notification Message Detail

Using the Message Monitor panel, you can access the detail for a payroll notification
message. Payroll notification messages originate from ADP and expect no response.
Therefore, there is only inbound message detail for a payroll notification message.

 For information on setting up messaging, see the Application Administrator’s Guide.

The following describes the statuses that a payroll notification message can have:

Table 9-1. Payroll Notification Message Statuses

Action Status
Payroll notification has been received. R (Received)
Payroll complete notification received. S (Success)
Edit error notification received. F (Failed)

This section describes:

• Viewing a Successful Payroll Notification Message

• Viewing an Error Notification Message

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 Viewing Payroll Notification Message Detail 9-31

Viewing a Successful Payroll Notification Message

To view the detail of a payroll notification message with a status of S (Success), do the
following:
Viewing Payroll
Notification  To find messages, you can select A Range of Dates from the Include field, and then
Message Detail enter the date range in the From and To fields.
 Viewing a
Successful Payroll 1 . Click (Message Notification). The Message Monitor panel displays.
Notification
Message

Viewing an Error
Notification
Message

Figure 9-23. Message Monitor

 For detailed information on this panel, see the Using ADP Enterprise HR Guide.

Chapter 9: Preparing and Transmitting Pay Data

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9-32 Viewing Payroll Notification Message Detail

2. Select the payroll notification message for which you want to view the detail by clicking
the link for the message in the Type field. The detail of the payroll notification message
displays.

For a description of the

fields on this panel,
press F1.

Figure 9-24. Inbound Message Detail Panel

3. View the following information:

• Role - Indicates the role assigned to the message. In this instance, role is the same as
pay group.

• Type - Indicates the type of message, Payroll Processing Notification.

• Status - Indicates the status of the message.
• Date/Time Stamps - This area displays the date and time information for the
message.

– Available - Indicates the date and time the message was available to be processed.
 For payroll notification messages, this is the date and time the notification was
received.

– Sent - Indicates the date and time the message was sent. For payroll notification
messages, this field is blank.

– Received - Indicates the date and time the message was received.
– Dismissed - Indicates the date and time a message was dismissed.
 Dismissed messages are not available unless you have accessed the detail
through the Message Monitor via System Admin ~ Application Administration ~
Messaging Administration.

• Originator - Indicates the ID of the originating entity.

Chapter 9: Preparing and Transmitting Pay Data

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 Viewing Payroll Notification Message Detail 9-33

• Dismissed by - Indicates the ID of the user that dismissed the message.

 Dismissed messages are not available unless you have accessed the detail through
the Message Monitor via System Admin ~ Application Administration ~ Messaging ~
Administration.

• Content - Contains the content of the payroll complete notification that is received
from ADP.

– Pay Group - Indicates the pay group for which the payroll was run.
– Week Number - Indicates the week number of the payroll run.
– Payroll Number - Indicates the payroll number of the payroll run.
– Pay Date 1 - Indicates the pay date of the payroll run.
– Batch Number - Indicates the batch number of the payroll run.
• Information - Displays information regarding the payroll notification message. In
the case of a successful payroll notification message, it describes the next steps you
can take in processing the payroll.
4. Verify that the payroll notification message has been reviewed by checking the Status
field. Once you have viewed the detail of the successful payroll notification message,
view preview payrolls through the QuickView internet website at
https://quickview.adp.com. If this is a final payroll, reports are available for viewing and
printing through iReports. For more information, see “Viewing the Logs” on page 9-29.

5. Click Return to return to the Message Monitor panel.

6. Click Dismiss to dismiss the payroll notification message. This is available only for
messages with a status of F (Failed), S (Success), or U (Unknown).

You have viewed a successful payroll notification message. Next, view an error notification
message.

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Viewing an Error Notification Message

To view the detail of a payroll notification message with a status of F (Failed), do the
following:
Viewing Payroll
Notification 1 . Click (Message Notification). The Message Monitor panel displays.
Message Detail
Viewing a
Successful Payroll
Notification
Message

 Viewing an Error
Notification
Message

Figure 9-25. Message Monitor

 For detailed information on this panel, see the Application Administrator’s Guide.
2. Select the payroll notification message for which you want to view the detail by clicking
the link for the message in the Type field. The detail of the payroll notification message
displays.

For a description of the

fields on this panel,
press F1.

Figure 9-26. Inbound Message Detail Panel

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 Viewing Payroll Notification Message Detail 9-35

3. Review the error message. For more information on the fields, see “Viewing Payroll
Notification Message Detail” on page 9-30.

4. Once you have viewed the detail of the edit error notification message, contact your
Solution Center Consultant. On the rare occasion that edit errors occur, they can usually
be resolved quickly and easily.

5. If you want to dismiss the payroll notification message, click Dismiss. The message is
dismissed and you return to the Message Monitor.

You have finished reviewing the payroll notification message detail for a payroll in edit
error.

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9-36 Backing Up Your Data

Backing Up Your Data

If you are not hosted, after you transmit your pay data to ADP for processing, be sure to
back up your files using your company’s backup procedures. This is very important. The
backup gives you a snapshot of the information that you transferred to ADP.
It is important that you back up your data before you set up for the next payroll cycle. The
Setup for Next Cycle option clears the Paydata tables and initializes the cycle status for the
next payroll period.

You’ve learned how important it is to back up your data. See “Receiving Pay Data from
ADP” on page 10-1 for information on receiving data from ADP.

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 Exporting Employee TLM Data 9-37

Exporting Employee TLM Data

After every payroll, you should update your Time and Labor Management (TLM)
information. Autolink provides utilities that find any TLM information updated/added since
the last payroll and writes that information to a file you can then export from ADP
Enterprise HR to TLM.

Certain Autolink utilities allow you to update your Time and Labor Management (TLM)
information and to import benefit deduction information and export employee demographic
information between the client interface and Autolink. Autolink provides an effective
method of storing parameters you select for the processes so that you can easily retrieve and
view the saved process parameters directly from the process panel. You can configure and
schedule different sets of parameters for the same process and, in doing so, generate
different output from the same process.

Once you have defined a run control parameter for a process, you can automate the
scheduling and file movement of these interface files between Autolink and other ADP
hosted applications such as Enterprise eTIME, TimeSaver, and WinFlex.

 For information on using the WinFlex processes, which deal with benefit related information,
see the Benefits Ongoing Maintenance Guide.

This section describes:

• Exporting Employee Data to Enterprise eTIME

• Exporting Labor Level TLM Data to Enterprise eTIME
• Exporting Employee TLM Data to eTIME
• Exporting Employee TLM Data to TimeSaver
Exporting
Employee TLM • Scheduling a TLM Process
Data
 Exporting Exporting Employee Data to Enterprise eTIME
Employee Data to
Enterprise eTIME

Exporting Labor Using the Export to Enterprise eTime panel you can run the export process for Enterprise
Level TLM Data to eTime. You can also store the selected process parameters so that you can easily retrieve and
Enterprise eTIME view them from the process panel. You can configure and schedule different sets of
Exporting parameters for the same process and, in doing so, generate different output from the same
Employee TLM process.
Data to eTIME

Exporting
To delete a run control ID, click (Delete Row) and click (Save). If you do not save
Employee TLM
Data to TimeSaver after deleting the run control ID, it is not deleted.

Scheduling a TLM When you delete a run control ID, you also delete any future dated processing scheduled to
Process occur. If you want the future dated processes to happen, you must create a new run control ID
and reschedule them.

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9-38 Exporting Employee TLM Data

To run the Enterprise eTIME Employee Export process (TAA028), do the following:

1 . Click Payroll and make the following selections:

Company Information ~ Time and Attendance - Enterprise eTIME

2. Double-click the Export to Enterprise eTIME (TAA028) task. The Export to

Enterprise eTIME panel displays.

For a description of the

fields on this panel,
press F1.

Figure 9-27. Export To Enterprise eTIME Panel

3. In the Run Control ID field, enter the ID you want to use. It cannot contain any spaces.
In order to save the selected parameters for the process and/or schedule the process
through the Process Scheduler, you must create a run control ID for the process.

To add additional run control IDs for the same process, click (Insert Row).

 You must create the run control ID and save the process regardless of whether you are
manually running the process now or scheduling it to run later. Once you save, the run
control ID is grayed out and cannot be changed.

4. In the Effective Date area, you can designate that the effective date used is as of a
specific date, the system date, or the run date plus a number of days. Do one of the
following:

• To use the system date, leave the As of option selected with the default date in the
entry field. Using this date will export changes up to and including the current date.

• To use a specific date, select the As of option, and enter the date you want to use.
Using the As of option with an entered date includes all employee changes up to and
including the entered date. If the date is in the future, the process includes any future
dated changes. For example, if you run the process on May 16 but the As of date is
May 30, all changes dated up to May 30 are included in the generated file.

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 Exporting Employee TLM Data 9-39

• To use the run date plus a number of days, select the Run Date Plus option and enter
the number of days (including zero) you want to specify. Using the run date plus a
number of days exports changes from the run day plus however many days you
specify, which is recommended if scheduling periodic reoccurrences.
For example, if you have selected the Run Date Plus option and enter five days,
when the process runs on May 16, the file includes all employee changes up to May
16 and all future dated changes up to May 21.

5. From the Label field, you can select a pay group to append to the filename when it is
generated. This is an optional field. If you are running the process for multiple pay groups
and/or using different parameters, a report label allows you to differentiate between the
various versions of the process that are generated. You can select from among the pay
groups that have Enterprise eTIME selected as TLM.

In addition to appending the pay group to the end of the filename, you can also use any
custom report labels that have been set up for Enterprise eTIME. For more information
on creating custom report labels, see the Application Administrator’s Guide.
It is essential that you coordinate any report labels you use with either ADP (for ADP
hosted clients) or your Enterprise eTIME representative (for ADP non-hosted clients).
Unless ADP or Enterprise eTIME are aware of the report labels and are expecting those
report labels, the file is not picked up for processing.

If you select a pay group to append to the generated filename but have not selected that
pay group for processing, a message displays. You can either continue saving or correct
the issue.

6. From the File Path field, select the location where the generated file should go. Select
one of the following two options:

• EQ - EeTime Queue, EeTIME Interface Queue - Select this option to place the
generated file into the appropriate queue for an Enterprise eTIME file. The file must
be in this location in order to be picked up for processing. However, you cannot
review the generated data when using this file path. Only files generated to the report
directory can be reviewed.

• RD - Rpt Directory, Report Directory - Select this option to place the generated
file into your profile ID (operator ID) report directory. Generating a file to the report
directory allows you to review the generated information and is useful when used in
conjunction with Run Audit Only to verify that the data is correctly generated.
Use this option with discretion and care. A file generated to the report directory cannot be
picked up for processing. If you do not re-establish EeTime Queue as the file path once
you have reviewed the generated file and re-save the run control ID, the file is not picked
up for processing when the file is next generated.

7. If you want the epretime.trn file to include time collection data that is not a part of
the original TAA028 export utility, then select an export ID from the Export ID field.

 To use this option, you must set up custom export definitions using the Custom Export
Definitions task. For step-by-step instructions, refer to Appendix D, “Creating Custom
Export Definitions: Enterprise eTIME and/or TimeSaver.”

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8. From the Options field, select an accrual option:

• Accrual file only - select if you want to create only the accrual file
• Combine accr file - select if you want a demographic file created with accrual
information

• Separate accr file - select if you want two separate files created: an accrual file and
a demographic file
9. In the Process area, select one of the following options:

• All employees - Select to have the process include TLM data for only employees
that fit the specified report selection criteria.

• Modified employees only - Select to have the report include TLM data for only
employees that fit the specified report selection criteria and have had TLM data
changes since the last export.

– Select Run Audit Only if you select the Modified employees only option.
Selecting this option allows you to generate the file to the report directory so that
you can review the generated data. The File Path field must be set to report
directory in order to use this option.
10. From Selection Criteria area, select a type of Report Criteria and then select the
specific criteria and, if appropriate, range of that criteria. Depending on the type of report
criteria you select, the criteria selection fields become available. You can select either a
single value or a range of values for a criteria.

Report Criteria Type Specific Selection Criteria

C (By Clock Number Rate) Clock Number/Thru - Select to have the
report include TLM data for employees in a
Selecting this option allows you to
specific clock number range.
enter data in the Clock Number fields.
Select D (By Department Range) Department ID/Thru - Select to have the
report include TLM data for employees in a
Selecting this option allows you to
specific department number range.
enter data in the Department ID fields.
H (By Payroll Dept Number Range) Payroll Dept Number/Thru - Select to have
the report include TLM data for employees
Selecting this option allows you to
in a specific payroll department number
enter data in the Payroll Department
range.
Number fields.
Select L (By Location Range - Location Code/Thru - Select to have the
Selecting this option allows you to report include TLM data for employees in a
enter data in the Location Code fields. specific location range.
P (PayGroup) - Selecting this option Pay Group Processing - Select to have the
allows you to enter data in the Pay report include TLM data for employees in a
Group Processing field. Only those specific pay group.
pay groups with the Enterprise eTIME
indictor selected are available for  You may select multiple pay groups by
selection. clicking (Insert Row).

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 Exporting Employee TLM Data 9-41

The following figure shows an example of a completed Export to Enterprise eTIME

panel.

For a description of the

fields on this panel,
press F1.

Figure 9-28. Export to Enterprise eTIME Panel

11. Click (Save).

12. Do one of the following:

• Click Schedule to schedule when the Enterprise eTIME file generates. For more
information, see “Scheduling a TLM Process” on page 9-58.

• Click Run Report. You will receive a message notifying you that your process has
been submitted. Click OK. To confirm successful completion of your process, click
(Process Monitor).
For additional information on using the Process Monitor, see the Application
Administrator’s Guide.

Understanding the EPRETIME.TRN File for Enterprise eTIME

The utility you run through the Export to Enterprise eTIME panel, TAA028.SQR,
automatically locates time collection information in ADP Enterprise HR that has been
updated/added since the last time you ran TAA028. It then writes the information to a file,
epretime.trn, that is used by Enterprise eTIME. The epretime.trn file contains all
employees with the status of: (A)ctive, (P)aid Leave of Absence, (S)uspended, and (L)eave.
TAA028 also creates change transactions for external time clock/time entry.

 After the initial export, you should run TAA028 as often as necessary for the frequency of
changes that are entered. You should select the modified employees only option.

Any character fields containing commas are closed in double-quotes on the export file
(epretime.trn).

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9-42 Exporting Employee TLM Data

The column names in Table 9-2 are the information included in the epretime.trn file.

Table 9-2. Columns Exported In EPRETIME.TRN

Column Name Description

Person Type Identifies the type of employee.
New Person Type The employee’s new person type.
ID Number The ID number and pay group assigned to the employee.
New ID Number The employee’s new ID number and pay group.
Badge Number The badge number assigned to the employee.
Badge Effective Date The effective date that the employee badge number will
display on the employee’s Enterprise eTIME TLM setup
panel.
First Name The employee’s first name.
Middle Name The employee’s middle initial.
Last Name The employee’s last name.
Hire Date The employee’s hire date.
Pay Rule The business standards by which the employee is paid.
Wage Rate The employee’s hourly rate.
Labor Levels The employee’s home labor account. There can be up to seven
labor levels.
Group Schedule The employee’s group schedule.
Group Schedule The effective date that the group schedule will display on the
Effective Date employee’s Enterprise eTIME TLM setup panel.
Terminal Group The terminal group to which the employee is assigned.
Time Zone The employee’s time zone.
Effective Termination The effective date for the employee’s termination, inactive, or
Date active status.
Status The employee’s status: active, inactive, or terminated.
TLM Effective Date The effective date that the employee can participate in the
TLM process. This is information only.
FLSA Status The employee’s FSLA status.
Time Entry The method that the employee uses for entering time:
timestamp, timestamp and hourly view, hourly view, project
view.
Wage Profile The employee’s wage profile.
Accrual Profile The employee’s accrual profile.

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 Exporting Employee TLM Data 9-43

Table 9-2. Columns Exported In EPRETIME.TRN (cont.)

Column Name Description

Social Security Number The employee’s Social Security Number.
Manager ID The ID of the employee’s manager.
Manager’s Full Name The full name of the employee’s manager.
FT Expected Amount The full-time hours for the employee.
PT Expected Amount The part-time hours for the employee.
Phone Number The employee’s work phone number.
Email Address The employee’s email address.
Address1 The employee’s home address.
Address2 Line 2 of the employee’s home address.
Address3 Line 3 of the employee’s home address.
City The city in the employee’s home address.
State The state in the employee’s home address.
Zip The zip code in the employee’s home address.
Birthdate The employee’s date of birth.
Userfield1-10 Additional employee TLM data.
FLSA O/T Indicator Indicator that determines which calculation method is used to
determine the employee’s FLSA overtime.
State Tax Code The tax code for the state in which the employee works.
Job Entry Date The date that the employee started the current job.
Dept Entry Date The date that the employee entered the current department.
Employee Type Indicates whether the employee is salaried, hourly, exception
hourly, or daily.
Data Control User-defined code that is used for special coding on AutoPay.
Clock ID The clock identifier for an external time clock system.
Union Code The union to which the employee belongs.
Rehire Date The rehire date if the employee has been rehired.
Service Date The date on which the employee’s length of service is
calculated.
Company Seniority Date The date of the employee’s seniority.

Acquisition Date The date that the company or division was acquired, thereby
indicating the hire date for employees from that company.

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Table 9-2. Columns Exported In EPRETIME.TRN (cont.)

Column Name Description

Expected Return Date The date the employee is expected to return from a leave of
absence.
Probation Date The date a probationary period begins
Retirement Date The date that the employee’s retirement went into effect.
Date Last Worked The last date the employee worked for the company.
Custom Columns The custom columns for the employee.
Accrual Effective Date The accrual balance effective date.
Accrual Codes The accrual code for the employee. There can be up to five
accrual codes.
Accrual Amount The accrual amount for the employee. There can be up to five
accrual amounts.

You have just finished learning about the epretime.trn file that is created by the TAA028
utility. Next, learn about exporting labor level TLM data to Enterprise eTIME.

Exporting Labor Level TLM Data to Enterprise

eTIME
The utility, TAA032.SQR, retrieves all labor level entries in ADP Enterprise HR, including
overrides at employee level. The export file includes the labor level definition, name, and
Exporting description. It then writes the information to a file, eprlbrlv.trn, that is used by
Employee TLM Enterprise eTIME.
Data
Exporting  Enterprise eTIME does not allow special characters in the labor level descriptions. If they are
Employee Data to used, they are removed automatically from the TAA032 file. The only special characters that
Enterprise eTIME are allowed are:
 Exporting Labor • - (dash)
Level TLM Data to
Enterprise eTIME
• $ (dollar sign)
Exporting
Employee TLM • & (ampersand)
Data to eTIME
When invalid characters are used, the following message displays, “The user defined
Exporting
Employee TLM
labor level description is invalid.” This means that the labor level description cannot
Data to TimeSaver contain any of special characters or punctuation with the exceptions listed above.

Scheduling a TLM
Process

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 Exporting Employee TLM Data 9-45

Enter a valid labor level description.After the initial export, you should run TAA032 as often as
necessary for the frequency of changes that are entered.

To delete a run control ID, click (Delete Row) and click (Save). If you do not save
after deleting the run control ID, it is not deleted.
When you delete a run control ID, you also delete any future dated processing scheduled to
occur. If you want the future dated processes to happen, you must create a new run control
ID and reschedule them.

To run the Export Labor Levels to Enterprise eTIME process (TAA032), do the following:

1 . Click Payroll and make the following selections:

Employee Information and Processes ~ Time and Attendance - Enterprise eTIME

2. Double-click the Export Labor Levels to Enterprise eTIME (TAA032) task. The
Export Labor Levels to Enterprise panel displays.

For a description of the

fields on this panel,
press F1.

Figure 9-29. Export Labor Levels To Enterprise eTime Panel

3. In the Run Control ID field, enter the ID you want to use. It cannot contain any spaces.
In order to save the selected parameters for the process and/or schedule the process
through the Process Scheduler, you must create a run control ID for the process.

To add additional run control IDs for the same process, click (Insert Row).

 You must create the run control ID and save the process regardless or whether you are
manually running the process now or scheduling it to run later. Once you save, the run
control ID is grayed out and cannot be changed

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9-46 Exporting Employee TLM Data

4. In the Effective Date area, you can designate that the effective date used is as of a
specific date, the system date, or the run date plus a number of days. Do one of the
following:

• To use the system date, leave the As of option selected with the default date in the
entry field. Using this date will export changes up to and including the current date.

• To use a specific date, select the As of option, and enter the date you want to use.
Using the As of option with an entered date will include all employee changes up to
and including the entered date. If the date is in the future, the process includes any
future dated changes. For example, if you run the process on May 16 but the As of
date is May 30, all changes dated up to May 30 are included in the generated file.

• To use the run date plus a number of days, select the Run Date Plus option and enter
the number of days (including zero) you want to specify. Using the run date plus a
number of days exports changes from the run day plus however many days you
specify, which is recommended if scheduling periodic reoccurrences.
For example, if you have selected the Run Date Plus option and enter five days,
when the process runs on May 16, the file includes all employee changes up to May
16 and all future dated changes up to May 21.

5. From the Label field, select a pay group to append to the filename when it is generated.
If you are running the process for multiple pay groups and/or using different parameters,
a report label allows you to differentiate between the various versions of the process that
are generated. You can select from among the pay groups that have Enterprise eTIME
selected as TLM.

In addition to appending the pay group to the end of the filename, you can also use any
custom report labels that have been set up for Enterprise eTIME. For more information
on creating custom report labels, see the Application Administrator’s Guide.
It is essential that you coordinate any report labels you use with either ADP (for ADP
hosted clients) or your Enterprise eTIME representative (for ADP non-hosted clients).
Unless ADP or Enterprise eTIME are aware of the report labels and are expecting those
report labels, the file is not picked up for processing.

6. From the File Path field, select where you want the generated file goes. Select one of the
two options:

• EQ - EeTime Queue, EeTIME Interface Queue - Selecting this option places the
generated file into the appropriate queue for an Enterprise eTIME file; in this case,
exporting labor levels to Enterprise eTIME. The file must be in this location in order
to be picked up for processing. However, you cannot review the generated data when
using this file path. Only files generated to the report directory can be reviewed.

• RD - Rpt Directory, Report Directory - Selecting this option places the generated file
into your profile ID (operator ID) report directory. Generating a file to the report
directory allows you to review the generated information to verify that the data is
correctly generated.
Use discretion when using this option. A file generated to the report directory cannot be
picked up for processing. If you do not re-establish the EeTime Queue as the file path
once you have reviewed the generated file and save the run control ID, the file is not
picked up for processing when the file is next generated.

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 Exporting Employee TLM Data 9-47

The following figure shows an example of a completed Export Labor Levels to

Enterprise eTime (TAA032) panel.

For a description of the

fields on this panel,
press F1.

Figure 9-30. Export Labor Levels to Enterprise eTime Panel

7. Click (Save).

8. Do one of the following:

• Click Schedule to schedule when the Enterprise eTIME file generates. For more
information, see “Scheduling a TLM Process” on page 9-58.

• Click Run Report. You will receive a message notifying you that your process has
been submitted. Click OK. To confirm successful completion of your process, click
(Process Monitor).
For additional information on using the Process Monitor, see the Application
Administrator’s Guide.

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9-48 Exporting Employee TLM Data

Understanding the EPRLBRLV.TRN File for Exporting Labor Levels

to Enterprise eTIME

 User fields are not included in eprlbrlv.trn unless the pay group is set up for Time and
Attendance.

Enterprise eTIME does not allow special characters in the labor level descriptions. If they are
used, they are removed automatically from the TAA032 file. The only special characters that
are allowed are:

• - (dash)
• $ (dollar sign)
• & (ampersand)
The column names in Table 9-3 are the information included in the eprlbrlv.trn file.

Table 9-3. Columns Exported In EPRLBRLV.TRN

Column Name Description

Labor Level Definition Identifies the labor level that is associated with a labor level
entry.
Name Identifies the name of the labor level entry.
Description Contains text that describes the labor level name.

You have just finished setting up the parameters to retrieve all labor level entries in
Autolink, including overrides at the employee level. Next, export employee TLM data to
eTime.

Exporting
Exporting Employee TLM Data to eTIME
Employee TLM
Data Autolink provides a utility, ALUTL010.SQR, that automatically locates time collection
Exporting information in Time and Attendance that has been updated/added since the last payroll. It
Employee Data to then writes the information to a file, ttrans.krn, that is used by eTIME. The ttrans.krn
Enterprise eTIME file contains all employees for each time reporting location with the status of: (A)ctive,
Exporting Labor (P)aid Leave of Absence, (S)uspended, and (L)eave. ALUTL010 also creates change
Level TLM Data to transactions for external time clock/time entry.
Enterprise eTIME

 Exporting  After the initial export, you should run ALUTL010 as appropriate for the frequency of your
Employee TLM payroll cycle.
Data to eTIME
To run the eTIME Employee Export process (ALUTL010), do the following:
Exporting
Employee TLM
Data to TimeSaver 1. Click Payroll and make the following selections:
Scheduling a TLM
Process
Company Information ~ Time and Attendance - eTIME

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 Exporting Employee TLM Data 9-49

2. Double-click the Export to eTIME (ALUTL010) task. The Export to eTIME panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 9-31. Export To eTime Panel

3. If you want to include employees, such as new hires, whose tax information is
incomplete, select the Process Employees with Incomplete Tax Records check box.
Otherwise, those employees will not be included.

4. Select the pay group from the Pay Group/Processing Group field whose data you want
to export. The type and description of the pay group or processing group displays.

5. Select a date from the Effective Date field if you want to change the date. The effective
date comes from the ESS table. If a date does not exist on the ESS table, it defaults to
today’s date.

The following figure shows an example of a completed Export to eTime panel.

Figure 9-32. Export to eTime Panel

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9-50 Exporting Employee TLM Data

6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. To confirm successful completion of your process, click
(Process Monitor).

For additional information on using the Process Monitor, see the Application
Administrator’s Guide.

You have just finished exporting the initial employee TLM file to eTIME. Next, export
employee TLM data to TimeSaver.

Exporting Employee TLM Data to TimeSaver

Autolink provides a utility, TAA030.SQR, that automatically locates time collection
information in Time and Attendance that has been updated/added since the last payroll. It
Exporting then writes the information to a file, timesavr.trn, that is used by TimeSaver. The
Employee TLM timesavr.trn file contains all employees for each time reporting location with the status
Data of: (A)ctive, (P)aid Leave of Absence, (S)uspended, or (L)eave. TAA030 also creates
Exporting change transactions for external time clock/time entry.
Employee Data to
Enterprise eTIME
 Any status of (T)erminated, (D)eceased, (R)etired, or (S)uspended is defined with a status of
Exporting Labor (I)nactive in the Status Group field.
Level TLM Data to
Enterprise eTIME After the initial export, you should run TAA030 as often as necessary for the frequency of
Exporting changes that are entered.
Employee TLM
Any character fields containing commas are enclosed in double-quotes on the export file
Data to eTIME
(timesavr.trn).
 Exporting
Employee TLM
Data to TimeSaver To add additional run control IDs for the same process, click (Insert Row).
Scheduling a TLM
Process
To delete a run control ID, click (Delete Row) and click (Save). If you do not save
after deleting the run control ID, it is not deleted.
When you delete a run control ID, you also delete any future dated processing scheduled to
occur. If you want the future dated processes to happen, you must create a new run control ID
and reschedule them.

To export the employee data file to TimeSaver, do the following:

1. Click Payroll and make the following selections:

Company Information ~ Time and Attendance - TimeSaver

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 Exporting Employee TLM Data 9-51

2. Double-click the Export to TimeSaver (TAA030) task. The Export to TimeSaver panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 9-33. Export To Timesaver Panel

3. In the Run Control ID field, enter the ID you want to use. It cannot contain any spaces.
In order to save your selected parameters for the process and schedule the process
through the Process Scheduler, you must create a run control ID for the process.

 You must create the run control ID and save the process regardless of whether you are
manually running the process now or scheduling it to run later. Once you save, the run
control ID is grayed out and cannot be changed.

4. In the Effective Date area, you can designate that the effective date used is as of a
specific date, the system date, or the run date plus a number of days.

 You may enter a future date to include future-dated new hires in the report file.

Do one of the following:

• To use the system date, leave the As of option selected with the default date in the
entry field. Using this date will export changes up to and including the current date.

• To use a specific date, select the As of option, and enter the date you want to use.
Using the As of option with an entered date includes all employee changes up to and
including the entered date. If the date is in the future, the process includes any future
dated changes. For example, if you run the process on May 16 but the as of date is
May 30, all changes dated up to May 30 are included in the generated file.

• To use the run date plus a number of days, select the Run Date Plus option and enter
the number of days (including zero) you want to specify. Using the run date plus a
number of days exports changes from the run day plus however many days you
specify, which is recommended if scheduling periodic reoccurrences.
For example, if you have selected the Run Date Plus option and enter five days,
when the process runs on May 16, the file includes all employee changes up to May
16 and all future dated changes up to May 21.

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9-52 Exporting Employee TLM Data

5. From the Label field, select a pay group to append to the filename when it is generated.
If you are running the process for multiple pay groups and/or using different parameters,
the report label allows you to differentiate between the various versions of the process
that are generated. You can select from among the pay groups that have TimeSaver
selected as TLM.

In addition to appending the pay group to the end of the file you can also use any custom
report labels that have been set up for TimeSaver. For more information on creating
custom report labels, see the Application Administrator’s Guide.
It is essential that you coordinate any report labels you use with either ADP (for ADP
hosted clients) or your TimeSaver representative (for ADP non-hosted clients). Unless
ADP or TimeSaver are aware of the report labels and are expecting those report labels,
the file is not picked up for processing.

If you select a pay group to append to the generated filename but have not selected that
pay group for processing, a message displays. You can either continue saving or correct
the issue.

6. From the File Path field, select where you want the generated file goes. Select one of the
two options:

• TQ - TimeSaver Queue, TimeSaver Interface Queue - Selecting this option places the
generated file into the appropriate queue for a TimeSaver file. The file must be in this
location in order to be picked up for processing. However, you cannot review the
generated data when using this file path. Only files generated to the report directory
can be reviewed.

• RD - Rpt Directory, Report Directory - Selecting this option places the generated file
into your profile ID (operator ID) report directory. Generating a file to the report
directory allows you to review the generated information and is useful when used in
conjunction with Run Audit Only to verify that the date is correctly generated.
Use discretion when using this option. A file generated to the report directory cannot be
picked up for processing. If you do not re-establish the TimeSaver Queue as the file path
once you have reviewed the generated file and save the run control ID, the file is not
picked up for processing when the file is next generated.

7. If you want the timesavr.trn file to include time collection data that is not a part of
the original TAA030 export utility, then select an export ID from the Export ID field.

 To use this option, you must set up custom export definitions using the Custom Export
Definitions task. For step-by-step instructions, refer to the “Creating Custom Export
Definitions: Enterprise eTIME and/or TimeSaver” on page D-1.

8. Select a file option from the Options field. Options include:

• Accrual file only - one accrual per line with no demographic information;
employees with multiple accruals will have multiple lines, one for each accrual

• Demographic file only - one employee per line with no accrual information
• Separate Demogr/Accr file - two files are created, both the demographic and
accrual files

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 Exporting Employee TLM Data 9-53

9. In the Process area, select one of the following options:

• All employees - Select to have the report include TLM data for only employees that
fit the specified report selection criteria.

• Modified employees only - Select to have the report include TLM data for only
employees that fit the specified report selection criteria and have had TLM data
changes since the last export.
Select Run Audit Only if you select the Modified employees only option. Selecting
this option allows you to generate the file to the report directory so that you can
review the generated data. The File Path field must be set to report directory in order
to use this option.

10. From Selection Criteria, select a type of Report Criteria and then select the specific
criteria and, if appropriate, range of that criteria. Depending on the type of report criteria
you select, the criteria selection fields become available. You can select either a single
value or a range of values for a criteria.

Report Criteria Type Specific Selection Criteria

C (By Clock Number Rate) Clock Number/Thru - Select to have the
report include TLM data for employees in a
Selecting this option allows you to
specific clock number range.
enter data in the Clock Number fields.
Select D (By Department Range) Department ID/Thru - Select to have the
report include TLM data for employees in a
Selecting this option allows you to
specific department number range.
enter data in the Department ID fields.
H (By Payroll Dept Number Range) Payroll Dept Number/Thru - Select to have
the report include TLM data for employees
Selecting this option allows you to
in a specific payroll department number
enter data in the Payroll Department
range.
Number fields.
Select L (By Location Range Location Code/Thru - Select to have the
report include TLM data for employees in a
Selecting this option allows you to
specific location range.
enter data in the Location Code fields.
P (PayGroup) Pay Group Processing - Select to have the
report include TLM data for employees in a
Selecting this option allows you to
specific pay group.
enter data in the Pay Group
Processing field. Only those pay  You may select multiple pay groups by
groups with the Enterprise eTIME
indictor selected are available for clicking (Insert Row).
selection.

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9-54 Exporting Employee TLM Data

The following figure shows an example of a completed Export to TimeSaver panel.

For a description of the

fields on this panel,
press F1.

Figure 9-34. Export to TimeSaver Panel

11. Click (Save).

12. Do one of the following:

• Click Schedule to schedule when the TimeSaver file generates. For more
information, see page 9-58.

• Click Run Report. You will receive a message notifying you that your process has
been submitted. Click OK. To confirm successful completion of your process, click
(Process Monitor).
For additional information on using the Process Monitor, refer to the Application
Administrator’s Guide.

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 Exporting Employee TLM Data 9-55

Understanding the TIMESAVR.TRN File for TimeSaver

The column names in Table 9-4 are the information included in the timsavr.trn file.

Table 9-4. Columns Exported In TIMESAVR.TRN

Column Name Description

Employee ID The ID number assigned to the employee.
Pay Group The pay group to which the employee is assigned.
File Number The Autolink file number assigned to the employee.
Badge Number The badge number assigned to the employee.
Social Security Number The employee’s Social Security Number.
Employee First Name The employee’s first name.
Employee Middle Initial The employee’s middle initial.
Employee Last Name The employee’s last name.
Address The employee’s home address.
Address2 Line 2 of the employee’s home address.
Address3 Line 3 of the employee’s home address.
City The city in the employee’s home address.
State The state in the employee’s address.
Zip Code The zip code in the employee’s address.
Phone Number The employee’s work phone number.
Birth Date The employee’s date of birth.
Original Hire Date The employee’s original hire date.
Service Date The date on which the employee’s length of service is
calculated. Usually this field populates with the employee’s
original date of hire.
Hire Date The employee’s hire date.
Date Terminated The date the employee was terminated.
Effective Date The effective date for the hire of the employee.
Employee Status The employment status of an employee: on leave, inactive,
full-time, or part-time.
Status Group The status group to which the employee is assigned.
 Any status of (T)erminated, (D)eceased, (R)etired, or
(S)uspended is defined with a status of (I)nactive in the Status
Group field.

Site Code The site code assigned to the employee.

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9-56 Exporting Employee TLM Data

Table 9-4. Columns Exported In TIMESAVR.TRN (cont.)

Column Name Description

Paygroup Frequency The pay frequency for the employee’s pay group.
Department Code The department code assigned to the employee.
Position Code The employee’s job code.
Pay Type The pay type assigned to the employee.
Shift Premium Indicator that the employee is eligible for or receives a shift
premium.
Tipped Indicator that the employee is eligible for or receives tips.
Probation Indicator that the employee is on a probationary period.
Union Code The employee’s union code.
Hours The employee’s standard hours.
Employee Pos Rate This is the employee's rate 1 amount.
Week Day The days of the week that are work days for the employee.
Benefit Plan The leave benefit plan for which the employee is eligible.
Benefit Date The date the employee is eligible for the leave benefit plan.
Week Day The days of the week that are work days for the employee.
FLSA Status The employee’s FLSA status.
User Field Additional employee TLM data. There can be up to ten user
fields.
FLSA Overtime Indicator Indicator that determines which calculation method is used to
determine the employee’s FLSA overtime.
State Tax Code The tax code for the state in which the employee works.
Job Entry Date The date that the employee started the current job.
Dept Entry Date The date that the employee entered the current department.
Employee Type Indicates whether the employee is salaried, hourly, exception
hourly, or daily.
Data Control User-defined code that is used for special coding on AutoPay.
Clock Number The clock number for an external time clock system.
Rehire Date The rehire date if the employee has been rehired.
Company Seniority Date The date of the employee’s seniority.
Acquisition Date The date that the company or division was acquired, thereby
indicating the hire date for employees from that company.

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 Exporting Employee TLM Data 9-57

Table 9-4. Columns Exported In TIMESAVR.TRN (cont.)

Column Name Description

Expected Return Date The date the employee is expected to return from a leave of
absence.
Probation Date The date a probationary period begins.
Retirement Date The date that the employee’s retirement went into effect.
Date Last Worked The last date the employee worked for the company.
Custom Columns The custom columns for the employee.
Accrual Effective Date The accrual balance effective date.
Accrual Codes The accrual code for the employee. There can be up to five
accrual codes.
Accrual Amount The accrual amount for the employee. There can be up to five
accrual amounts.

You have just finished exporting employee TLM data to TimeSaver. Next, learn how to
schedule a TLM process.

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9-58 Exporting Employee TLM Data

Scheduling a TLM Process

Once you have selected and saved all the parameters for a specific run control, you can
schedule the timing of the execution of the process through the Process Scheduler.
Exporting
Employee TLM  For complete information on the process scheduler and how to use it, see the Application
Data Administrator’s Guide. The information presented here specifically describes the use of the
Exporting Process Scheduler with the run control IDs you have created for the Time and Attendance
Employee Data to interface.
Enterprise eTIME
To schedule a process, do the following:
Exporting Labor
Level TLM Data to 1 . After selecting and saving the parameters for a process run control ID, click Schedule
Enterprise eTIME
from the panel of the process. The Schedule Processes panel displays.
Exporting
Employee TLM
Data to eTIME
 If a profile ID (operator ID) does not have security access to the Process Scheduler, the
Schedule on the process panel is grayed and unavailable. If a run control ID is being
Exporting used in a scheduled process, the 'Next Scheduled Process' date and time appears at the
Employee TLM bottom of the panel for the applicable run control ID.
Data to TimeSaver

 Scheduling a TLM
Process

For a description of the

fields on this panel,
press F1.

Figure 9-35. Schedule Processes Panel

 For complete information on this panel see the Application Administrator’s Guide.
Your profile ID (operator ID), the run control ID, and the last server name used to
schedule a process defaults into the panel.

The only process listed is the process for which the run control ID was created. The
process is selected and cannot be edited from this panel. No other processes can be
scheduled at this time.

2. If necessary, select a different Server Name and click (Save). Otherwise accept the
default. The server description is displayed next to the Server Name field.

 The Date and Time fields default to the current date and time.

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 Exporting Employee TLM Data 9-59

3. Enter the Date you want the process to run.

4. For a one-time process enter the Time for the process to run.

5. For a recurring process, select a Recurrence Name and click OK.

 A recurrent process is one that is designed to run at a regular occurring interval (such as
once a day at midnight, or every Monday at 10:00 a.m.). You cannot schedule a recurring
process that is a one time event. However, you can schedule a one time process to
occur at a future date. For more information on scheduling a recurrent process, see the
ADP Enterprise HR Administrators Guide.

6. Click (Save). The process is now scheduled to run.

7. Click Return to return to the previous panel.

For a description of the

fields on this panel,
press F1.

Figure 9-36. Export To Timesaver Panel

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The Next Scheduled Process displays at the bottom of the panel if the scheduled process
is queued to run. If the process already has a status of: Processing, Completed, Success,
or Not Success nothing is displayed at the bottom of the panel. For example, if you
schedule the process to run with a recurrence of Once or Now, it is possible that by the
time you click Return, the status of the process could already be Processing and no Next
Processing verbiage would display.

You have finished scheduling an interface process to run.

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 Receiving and Loading the ADP Retirement Services File 9-61

Receiving and Loading the ADP Retirement

Services File

If you are using the ADP Retirement Services for your employees, that service collects the
changes made to employees’ 529 Plan and 401(k) deduction information. ADP Retirement
Services then creates a data import file, Retirement Services Data Import (401(k)/529),
containing the changes and transmits it to AutoPay. Once the file has been transmitted, you
can receive and load the data into the ADP Enterprise HR database which applies the
deduction and goal changes to the employees’ information as general deductions. With the
next payroll processing, the deduction and goal amounts are transmitted to AutoPay from
ADP Enterprise HR updating the AutoPay Masterfile so that all deductions and goals are
synchronized.

 You can indicate that the Retirement Services Data Import (401(k)/529) file be automatically
loaded when it is received. See Chapter 10, “Setting Up Automatic Load,” for more
information.

The following section describes:

• Mapping 401(k)/529 Deduction Codes

• Receiving the Retirement Services Import (401(k)/529) File
• Loading the Retirement Services Import (401(k)/529) File
• Running the Retirement Services Data Import Log

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9-62 Receiving and Loading the ADP Retirement Services File

Mapping 401(k)/529 Deduction Codes

The 529 Plan and 401(k) deduction codes must be set up before you begin the receiving and
loading of the import file. The file itself contains the AutoPay deduction codes for the 529
Receiving and and 401(k) deductions which are imported into ADP Enterprise HR. If the AutoPay
Loading the ADP deduction code is one that is translated to multiple ADP Enterprise HR deduction codes, you
Retirement must designate the appropriate ADP Enterprise HR code into which the data is imported.
Services File
 Mapping  This section only describes the information necessary to designate the Retirement Services
401(k)/529 Load Options and the AutoPay to deduction code mappings through the Autolink Preferences
Deduction Codes panel. For a full description on setting up pay group information, see the Company Setup and
Maintenance Guide.
Receiving the
Retirement
Services Import
To designate the mapping of the AutoPay deduction codes for 529 and 401(k) deductions,
(401(k)/529) File do the following:
Loading the
1 . Click Payroll and make the following selections:
Retirement
Services Import
(401(k)/529) File
Company Information ~ Company and Pay Group Options
Running the
Retirement
Services Data
Import Log 2. Double-click the Pay Group Options task. The Search dialog box displays.

Figure 9-37. Search Dialog Box

3. Select the Company and Pay Group for which you want to designate the mappings of
the 529 Plan and 401(k) deduction codes and click OK. The Basic Pay Group panel
displays.

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 Receiving and Loading the ADP Retirement Services File 9-63

4. Click the Autolink Preferences tab. The Autolink Preferences panel displays.

 When setting up or modifying pay groups, you must start on the Basic Pay Group panel.

For a description of the

fields on this panel,
press F1.

Figure 9-38. Autolink Preferences Panel

 For detailed information on this panel, see the Company Setup and Maintenance Guide.

5. If an AutoPay deduction within the file is mapped to multiple ADP Enterprise HR

deduction codes, you must designate whether you want the deduction loaded and, if so,
the ADP Enterprise HR deduction to which you want it mapped. Select one of the
following:

• Load Deductions Using Selected Defaults - You may have multiple AutoPay
deduction codes for your 529 or 401(k) plans and a single AutoPay deduction code
may be mapped to multiple ADP Enterprise HR deduction codes. Select this option
to specify an AutoPay deduction code and designate the ADP Enterprise HR
deduction code to which you want it mapped. Once you select this option, the
AutoPay to Enterprise Default Mappings area becomes available. Do the
following:

– Select the AutoPay code which you want to map.

– Select the ADP Enterprise HR deduction code you want to map the AutoPay
deduction code to. You may select only one ADP Enterprise HR code per
AutoPay code you map.

– If you want to designate mappings for additional AutoPay deduction codes used in

the Retirement Services Import file, in the AutoPay Ded Cd field, click
(Insert Row) to insert a new row.

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9-64 Receiving and Loading the ADP Retirement Services File

 During the load process, each occurrence of an AutoPay deduction code mapped to
multiple ADP Enterprise HR deduction codes generates a message which is written to
the log file. The message describes the original mapping of the AutoPay code and the
ADP Enterprise HR deduction code it has now been loaded as. The log file’s naming
convention is loadrtmtxxxnnnn.log, with xxx being the pay group and nnnn being
the process instance.

Do Not Load Deductions - Some Autopay deduction codes are mapped to multiple ADP
Enterprise HR codes. Select this option if you do not want to load those Autopay
deduction codes.

6. Click (Save)

You have finished designating how you want the Autopay deductions to load into ADP
Enterprise HR. Next, you receive the Retirement Services Data Import (401(k)/529). This
receiving of this file is automatically set by ADP Retirement Services. The next section is
for informational purposes only.

Receiving the Retirement Services Import

(401(k)/529) File
ADP Retirement Services controls when a Retirement Services Import (401(k)/529) file is
sent and received. After ADP processes your payroll (if a Retirement Services Import
Receiving and (401(k)/529) file is available) it is received with the rest of your selected files.
Loading the ADP
Retirement  For more information on receiving files, see page 10-1.
Services File
Mapping
You can also receive the Retirement Services Import (401(k)/529) file at anytime during the
401(k)/529 pay cycle. To receive the Retirement Services Import (401(k)/529) file outside of the normal
Deduction Codes payroll processing, do the following:
 Receiving the
To receive the Retirement Services Import (401(k)/529) file, do the following:
Retirement
Services Import
(401(k)/529) File 1 . Click Payroll and make the following selections:

Loading the
Retirement
Services Import Payroll Cycle ~ Step 4: Process Review Deductions
(401(k)/529) File

Running the
Retirement 2. Double-click the Load Retirement Services File task. The Search dialog box displays.
Services Data
Import Log

Figure 9-39. Search Dialog Box

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 Receiving and Loading the ADP Retirement Services File 9-65

3. Enter the pay group or processing group you want to work with and click OK. The
Receive panel displays.

 You can load Retirement Services Import (401(k)/529) for a single pay group or an entire
processing group.

For a description of the

fields on this panel,
press F1.

Figure 9-40. Receive Panel

 If you are hosted and set up to send and receive files through message notification, the
Receive panel is grayed and unavailable. The message, “MQ Auto-File Receive is
Active,” displays.

4. In the Password field, enter the password established by your ADP consultant.

5. Click Receive File. The message, “Request to Receive Files submitted” displays.

6. Click OK. To confirm successful completion of your process, by clicking (Process

Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You have finished receiving the Retirement Services Import (401(k)/529) file. Next, you
will load the file so that the deductions and goal amounts are updated in ADP Enterprise HR.

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9-66 Receiving and Loading the ADP Retirement Services File

Loading the Retirement Services Import

(401(k)/529) File
Once the Retirement Services Import (401(k)/529) file is received, it must be loaded for the
deductions and goal amounts to be updated in ADP Enterprise HR.
Receiving and
Loading the ADP  You can load the Retirement Services Import (401(k)/529) file for a pay group or processing
Retirement group at any time during the processing cycle.
Services File
To load the Retirement Services Import (401(k)/529) file, do the following:
Mapping
401(k)/529
Deduction Codes 1 . Click Payroll and make the following selections:

Receiving the
Retirement
Services Import
Payroll Cycle ~ Step 4: Process Review Deductions
(401(k)/529) File

 Loading the 2. Double-click the Load Retirement Services File task. The Search dialog box displays.
Retirement
Services Import
(401(k)/529) File

Running the
Retirement
Services Data
Import Log

Figure 9-41. Search Dialog Box

3. Enter the pay group or processing group you want to work with and click OK. The
Receive panel displays.

 You can load Retirement Services Import (401(k)/529) for a single pay group or an entire
processing group.

For a description of the

fields on this panel,
press F1.

Figure 9-42. Receive Panel

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 Receiving and Loading the ADP Retirement Services File 9-67

4. Click the Load tab. The Load panel displays.

For a description of the

fields on this panel,
press F1.

Figure 9-43. Load Panel

5. In the Effective Dates field, enter the effective dates for the deductions that will be
updated if other than the defaulted dates.

 If a transmittal exists, its period end date 1 is used for the default effective date in the
Date 1 field. For Pay Group 2 employees Date 2 is populated with Period End Date 2. If
no transmittal exists, the current date is used as the Date 1 default. If you have Pay
Group 2 employees, the Date 1 default is also used for the Date 2 value. Regardless of
the default for either of the date fields, you can enter a different date if necessary.

If you do use the period end date as the effective date for this load process, the
deduction end date is modified by subtracting one day from the period end date. This
ensures that deduction cancellations are included in the current payroll processing.

6. Click Load Files. The Load Files dialog box displays.

Figure 9-44. Load Files Dialog Box

The file naming convention for the Retirement Services Import (401(k)/529) file is
kpxxxnyy.csv with xxx being the pay group, n being the month, and yy being the day.

 The month indicator consists of one numeric character with the month from January to
September being 1 through 9 and October, November, and December being a single
alpha character, A,B,C respectively.

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9-68 Receiving and Loading the ADP Retirement Services File

7 . Select the file(s) you want to load and click OK to begin the load process.

 For EPIP files, any files that exist in the batch/temp directory are automatically moved
to the archive directory after being loaded or transmitted. For the next pay period, any
new files with the same name as files already existing in the archive directory will
overlay the old. This provides a backup copy of the files and helps prevent loading a file
more than once.

If a file loads successfully, even with warnings or processing errors, it will be moved to
the archive directory. Only files with fatal errors will remain in the current directory.
You will need to check the log file. If you want to resend a file, you must move it from the
archive directory to batch/temp.

If you do not want files containing normal processing errors to be moved to the
archive directory, you can do so by appending a parameter override (-k) on the
Process Options panel (System Admin ~ Process Scheduler Administration ~ Definitions
~ Processes).

You will receive a message notifying you that your process has been submitted. Click

OK. To confirm successful completion of your process, by clicking (Process

Monitor).

 Access to the archive directory is allowed through the Pay Group Access task (Autolink
Payroll Setup (Required) ~ Security ~ Pay Group Access). For additional information on this
task and on running, viewing, and printing reports, refer to the Application
Administrator’s Guide.

You have finished loading the Retirement Services Import (401(k)/529) file. Next, you will
generate a report on the loaded information.

Running the Retirement Services Data Import Log

After the Retirement Services Import (401(k)/529) has been loaded, you can generate a
report on the loaded information. This report details the information at the employee level
Receiving and and includes the employee ID, record number, pay group, file number, name, and the
Loading the ADP deductions and goals that were loaded.
Retirement
Services File  This is a separate report from the loadrtmtcccnnnn.log which is automatically
Mapping generated when you load the Retirement Services Import (401(k)/529) file and contains the
401(k)/529 messages, warnings, and errors resulting from the load.
Deduction Codes
You can indicate that the Retirement Services Data Import (401(k)/529) file be automatically
Receiving the
loaded when it is received. See Chapter 10, “Setting Up Automatic Load,” for more
Retirement
Services Import
information.
(401(k)/529) File
To generate the Retirement Services Data Import Log, do the following:
Loading the
Retirement 1 . Click Payroll and make the following selections:
Services Import
(401(k)/529) File

 Running the Payroll Cycle ~ Step 5: Run Reports and Verify Payroll Input
Retirement
Services Data
Import Log

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 Receiving and Loading the ADP Retirement Services File 9-69

2. Double-click the Retirement Services Data Import Log (ALPAY022) task. The
Retirement Services Data Import Log panel displays.

 You can load Retirement Services Import (401(k)/529) for a single pay group or an entire
processing group.

For a description of the

fields on this panel,
press F1.

Figure 9-45. Retirement Services Date Import Log Panel

3. Select the Clear Report Data check box to delete all data for the selected pay group in
the Retirement Services Import Data import tables after the report is processed. Select
this option only after you have validated all of the changes that have been imported.
Unless multiple users are running the report for the same pay group, this option is
normally selected.

4. Enter a value in the Report Label field to append a label to the end of the report name.
If there are multiple users running the report, the report label ensures that no report output
is overwritten.

5. Select the Sort by Load Date/Time first check box to indicate that the primary sort of
the report is run date. This means that all changes on a specific run date are grouped by
run date/file. The same run date and time is loaded for all employees on a single input
file. If multiple files are scheduled to run one right after the other, the run date time is
different on the second file which indicates a different file load. This gives you
information allowing you to trace changes back to a particular input file in order to
troubleshoot possible errors or issues.

6. From the Sort by group, select the primary sort option you want to use for the report.

7. Select the Print Sub-Totals check box if you want the report to include the sub-totals for
each occurrence of the primary sort criteria you have selected. For example, if you have
selected that the report sort by pay group, a sub-total is printed for each pay group
included in the report.

8. Select the Page Break check box if you want a page break included at each occurrence
of the primary sort criteria you have selected. For example, if you have selected that the
report sort by pay group, a page break is inserted before each pay group included in the
report.

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9-70 Receiving and Loading the ADP Retirement Services File

9. From Within previous sort, order by group, select the secondary sort order. For
example, select Employee Last Name to sort by pay group and then by employee last
name within the pay group.

10. From the Selected Pay Groups field, select the pay group(s) you want to include in the
report.

11. Click Run Report. You will receive a message notifying you that your process has been

submitted. Click OK. To confirm successful completion of your process, click

(Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide.

You have finished setting up, receiving, loading, and reporting on the Retirement Services
Import (401(k)/529) file.

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 Receiving and Loading the Wage Garnishment File 9-71

Receiving and Loading the Wage Garnishment

File

If you are using the Wage Garnishment Processing Service (WGPS) and migrating from
another ADP software to ADP Enterprise HR, you can use the Load WGD Files task to load
data from the wage garnishment download (WGD) file into ADP Enterprise HR. The Load
WGD Files task will read and load an ASCII text file containing payee/lien funds
disbursement information. The load process allows you to select one or more wage
garnishment download (WGD) files that are in your batch/temp directory. The Load
WGD Files task recognizes files with the .WGD extension.

The following information will guide you through processing your payroll using the Wage
Garnishment Processing Service.

• Receiving the WGD Data File

• Loading the WGD Data File

Receiving the WGD Data File

Receiving and
Loading the Wage To receive the WGD data file, do the following:
Garnishment File
1 . Click Payroll and make the following selections:
 Receiving the
WGD Data File

Loading the WGD Periodic Payroll Maintenance ~ Load Master File Information
Data File

2. Double-click the Load WGD Files task. The Search dialog box displays.

Figure 9-46. Search Dialog Box

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9-72 Receiving and Loading the Wage Garnishment File

3. Enter a Pay Group or Group Name and click OK. The Receive panel displays.

For a description of the

fields on this panel,
press F1.

Figure 9-47. Receive Panel

 If you are hosted and set up to send and receive files through message notification, the
Receive panel is grayed and unavailable. The message, “MQ Auto-File Receive is
Active,” displays.

4. Select the All Available Files check box to receive all the files listed.

5. In the Password field, enter the password established by your ADP consultant.

6. In the Standard File Types area, select the Wage Garnishment Download File.

7. Click (Save).

You have finished receiving the wage garnishment download file. Next, you will load the
file so that payee/lien funds disbursement information is updated in ADP Enterprise HR.

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 Receiving and Loading the Wage Garnishment File 9-73

Loading the WGD Data File

To load the WGD data file, do the following:
Receiving and 1 . Click Payroll and make the following selections:
Loading the Wage
Garnishment File
Receiving the WGD Periodic Payroll Maintenance ~ Load Master File Information
Data File

 Loading the WGD

Data File 2. Double-click the Load WGD File task. The Search dialog box displays.

Figure 9-48. Search Dialog Box

3. Enter a pay group or group name and click OK. The Receive panel displays.

For a description of the

fields on this panel,
press F1.

Figure 9-49. Receive Panel

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9-74 Receiving and Loading the Wage Garnishment File

4. Click the Load tab. The Load panel displays.

For a description of the

fields on this panel,
press F1.

Figure 9-50. Load Panel

5. In the Load Date field, enter the effective date that will be assigned to data that is added
or updated in ADP Enterprise HR.

6. From the Process area, select one of the following:

• If you want to overwrite existing data, select the Overwrite Old Information check
box.

 This check box is unavailable if you select Run Audit Only.

• If you want to run the audit report and not load the data, select the Run Audit Only
option.
7. Click Process. The Load Files dialog box displays.

 Only wage garnishment data files with an .wgd extension display in the list.

Figure 9-51. Load Files Dialog Box

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 Receiving and Loading the Wage Garnishment File 9-75

8 . Select the file(s) you want to import and click OK. This action starts the import process,
which can take a few minutes.

9. When the Batch Process Request dialog box displays, click OK.

You have loaded the .wgd file into ADP Enterprise HR.

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9-76 Receiving and Loading the Wage Garnishment File

Chapter 9: Preparing and Transmitting Pay Data

Payroll Processing Guide
Chapter 10
Receiving Pay Data from ADP

PAGE TOPIC

10-2 Introduction
10-6 Manually Receiving Files from ADP
10-9 Manually Loading Files to ADP Enterprise HR
10-12 Setting Up Received Files to Load Automatically
10-18 Updating Temporary Employee IDs
10-20 Exporting Files from ADP Enterprise HR
10-24 Converting Files
10-27 Preparing for the Next Payroll Cycle

Chapter 10: Receiving Pay Data from ADP

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10-2 Introduction

Introduction

This chapter explains how to receive, load, export, and convert files through the ADP
Enterprise HR interface. It also describes how to set up your payroll for the next cycle.

If your company is hosted, the files from ADP are automatically received. If your company
uses CommServer to send and receive files, you will manually receive the files.

Once files are received, you can either manually load them or have them load automatically
at a specified day and time regardless of your communication method. For more
information, see page 10-20.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields. You can
often complete a task in the product in multiple ways. For information on interface shortcuts
and tips, refer to the Using ADP Enterprise HR Guide.

Payroll Files That Can be Received From ADP

Table 10-1 lists the types of files you can download from ADP.

Table 10-1. File Types You Can Receive From ADP

File Type Description

Year-To-Date balances (.) This file contains updated year-to-date totals for gross
wages, taxes, controlled hours, goals, and special
accumulators. This information can be loaded and used
for reporting purposes.
 Once you receive this file, you have to load it into ADP
Enterprise HR. Refer to “Manually Loading Files to
ADP Enterprise HR,” on page 10-9 or “Exporting Files
from ADP Enterprise HR,” on page 10-20.

Check Detail (.det) This file contains check detail information for a
specified payroll run. Data for an employee will be
loaded regardless of an employee’s status.
 Once you receive this file, you have to load it into ADP
Enterprise HR. Refer to “Manually Loading Files to
ADP Enterprise HR,” on page 10-9 or “Exporting Files
from ADP Enterprise HR,” on page 10-20

Chapter 10: Receiving Pay Data from ADP

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 Introduction 10-3

Table 10-1. File Types You Can Receive From ADP (cont.)

File Type Description

Check Detail - Labor Distribution This file contains the check detail for each department
(.ldf) in which an employee has worked. The detail includes
hours and earnings, taxes, deductions, gross pay, and
net pay for each department. Data for an employee will
be loaded regardless of an employee’s status.
 Once you receive this file, you have to load it into ADP
Enterprise HR. Refer to “Manually Loading Files to
ADP Enterprise HR,” on page 10-9 or “Exporting Files
from ADP Enterprise HR,” on page 10-20.

General Ledger Interface (.gli) This file contains account numbers and debit and credit
amounts.
 This file can be downloaded, but it’s not loaded into
ADP Enterprise HR as year-to-date and check detail
files are. General ledger interface files are usually
sent to third-party packages.

Management Reports Client-defined report files produced by ADP.

 These files can be downloaded, but they’re not loaded
into ADP Enterprise HR as year-to-date and check
detail files are.

Database Load/Synchronize This file contains the employee master file on AutoPay.
(.dba)
 Once you receive this file, you may either load it into
ADP Enterprise HR (for a new implementation only) or
use it for processing the Autolink synchronization
compare process or use it for the Partial DBA Load
process.
To learn how to load files, refer to “Manually Loading
Files to ADP Enterprise HR,” on page 10-9.
For information on the synchronization process, refer
to Chapter 15, “Synchronizing Employee Information.”

Event Scheduling System (.ESS) This file contains the payroll schedule for the year.
This schedule includes pay date, period ending,
scheduled deductions, and special effects for each
processing week.
Normally, this file is loaded during implementation or
if changes are made, such as deductions added or
special payrolls.
 Once you receive this file, you have to load it into ADP
Enterprise HR. Refer to “Manually Loading Files to
ADP Enterprise HR,” on page 10-9 or “Exporting Files
from ADP Enterprise HR,” on page 10-20.
Entries that are two to ten years older than the
process year in the file are deleted.

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10-4 Introduction

Table 10-1. File Types You Can Receive From ADP (cont.)

File Type Description

Create Deduction Calculation Select this check box to automatically populate run
Records controls for the same weeks that are loaded to the ESS
tables.
Retirement Services Select this check box to load the Retirement Services
file that contains the deduction and goal changes for an
employee.
Year-End Purge (.ye2) This file contains file numbers that are no longer in use
on AutoPay. These file numbers are not automatically
purged from ADP Enterprise HR; however, you have
the option of deleting them after you complete your
year-end processing.
 Once you receive this file, you have to load it into ADP
Enterprise HR. Refer to “Manually Loading Files to
ADP Enterprise HR,” on page 10-9 or “Exporting Files
from ADP Enterprise HR,” on page 10-20.

Quarterly/Year-End Purge (.yep) This file contains the file numbers that are no longer
used for processing payroll data. Autopay generates
.yep files when the purge job (PCUUTLTY) is run - it
is generally run once in each quarter and then again in
the November timeframe for the YEAREND run.
Once you receive this file, you have to load it into ADP
Enterprise HR. Refer to “Manually Loading Files to ADP
Enterprise HR,” on page 10-9 or “Exporting Files from
ADP Enterprise HR,” on page 10-20.

Wage Garnishment Verification This file lists the information for each employee lien
Report (.wg1) that you added, changed, or deleted during the current
pay period.
Wage Garnishment Employee This file lists deduction information for an employee’s
Deduction Register (.wg2) active liens, such as the following:
• Deduction amount you entered, including any state
service charge
• Amount deducted
• Amount deducted year-to-date
• Goal limit and amount deducted to date (if
applicable)
The report also contains company code totals by lien
type and sub type. The report does not contain
information about the following:
• Inactive liens
• Liens for which the start date has not yet been
reached

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 Introduction 10-5

Table 10-1. File Types You Can Receive From ADP (cont.)

File Type Description

Wage Garnishment Payee This file lists details about the liens that were paid to
Register (.wg3) each payee. The report includes the lien amounts you
specified to deduct and amounts actually deducted,
including any state service charges.
Multi-Jurisdiction Report (.mtx) This file is a list of employees detailed by jurisdictional
tax information. This report lists all jurisdictions, tax
codes, tax status, W4 parameters and accumulations
per tax category.
Check (.chk) This file includes the physical paychecks that have
been issued for this payroll. If you are set up to print
your own paychecks, you will receive this file.
AutoPay Master Control (.amc) This report is a list of all active and terminated
employees with AutoPay masterfile information, and
& QTD balances for each employee. You receive a new
AMC report with each payroll that is processed.
Payroll Register (.reg) This file lists all paychecks and prepaid voids entered
with this payroll, sorted by home department.
Payroll Summary (.sum) This file includes a summary of department totals for
this payroll—no employee detail, just department totals
of all hours, earnings deductions, taxes and taxables for
the current payroll.
Statistical Summary (.ssm) This report is generated if the client is on tax filing—it
gives totals of all taxes for the payroll.
Laser Transmittal (.ltr) This report shows the next payroll’s scheduled pay
date, period ending date, and deductions to be taken.
Cafeteria 125 (.caf) If you are using the AutoPay cafeteria plan special
routines, this report may be generated.

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10-6 Manually Receiving Files from ADP

Manually Receiving Files from ADP

After ADP processes your payroll, you can manually receive the files from ADP into
Enterprise HR.

 If you are hosted and set up to send and receive files through message notification, the
Receive panel is grayed and unavailable. The message, “MQ Auto-File Receive is Active,”
displays.

If you are not hosted, make sure you perform your regular backup procedure before you
receive files from ADP.

Before you can receive files from ADP, make sure that the communication parameters have
been set up properly. For more information, see “Setting Up Communications Parameters
and Management Reports” on page 2-7.

 For a description of the files you can receive, see Table 10-1 on page 10-2.

To receive files from ADP, follow these steps:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 8: Review Payroll Results

2. Double-click the Receive Payroll Files task. The Search dialog box displays.

Figure 10-1. Search Dialog Box

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 Manually Receiving Files from ADP 10-7

3. Enter the pay group or processing group you want to work with and click OK.The
Receive Files panel displays.

For a description of the

fields on this panel,
press F1.

Figure 10-2. Receive Files Panel

4. Select the All Available Files check box to receive all the files that are available.

5. In the Password field, enter the password established by your ADP consultant.

The files listed in this panel derive from a list of standard files (see the Standard File
Types area) and files manually entered by the client in the Parent Pay Group panel (see
the Management Report Files area). For more information, see “Setting Up
Communications Parameters and Management Reports” on page 2-7.

6. From the Standard File Types area, select or view the following.

• Select - Click this check box for each data file type you want to download.
• File Group - Click this column heading to sort the files by group type.
• File Prefix - Click this column heading to sort the files by the prefix type.
• File Type - Click this column heading to sort the files by the file type.
• Description - View for each file type.
7. From the Management Report Files area, select or view the following.

• Select - Click this check box for each report file you want to download.
• File Prefix - Click this column heading to sort the files by the prefix type.
• File Type - Click this column heading to sort the files by the file type.
• Description - View for each management report file.

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10-8 Manually Receiving Files from ADP

8. Click (Save). When the Request to Receive Files message displays, click OK.

9. To confirm successful completion of your process, click (Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You’ve learned about manually receiving data.

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 Manually Loading Files to ADP Enterprise HR 10-9

Manually Loading Files to ADP Enterprise HR

After you receive your payroll files from AutoPay, whether through CommServer or
message notification, you can manually load them into ADP Enterprise HR.

 You can also designate the file be automatically loaded. See “Exporting Files from ADP
Enterprise HR,” on page 10-20.

To manually load files, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 8: Review Payroll Results

2. Double-click the Load Payroll Files task. The Search dialog box displays.

Figure 10-3. Search Dialog Box

3. Enter the pay group or processing group you want to work with and click OK. The Load
Files panel displays.

For a description of the

fields on this panel,
press F1.

Figure 10-4. Load Files Panel

 For a description of the files you can load, see Table 10-1 on page 10-2.

Chapter 10: Receiving Pay Data from ADP

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10-10 Manually Loading Files to ADP Enterprise HR

4. Select the payroll files you want to load into ADP Enterprise HR.

 ADP recommends that you load the Year-To-Date balances (.) and Check Detail
(.det,.ldf), the Event Scheduling System (.ess), and the Year-End Purge (.ye2).

5. To populate the Consolidated Check Table as part of the load process, select the Populate
Check Report Table check box. The consolidated check table is not populated by default
as part of the load process unless the check box is selected.

Any new check data for the selected pay group is loaded with the following range,
(From/To)

From date = current system date minus 1 month and 2 days

To date = current system date plus 1year and 1 day

For example, if the current system date is 7/18/12

From date = 6/16/12

To date = 7/19/13

The process first deletes all check detail within the Check Report Table for the selected
time period and then reloads all data from the same range. By deleting the old records
first, ADP HR Enterprise can properly update any payrolls that have been rerun since the
last update.

You can also use the Update Consolidated Check Table (ALUTL017) utility to manually
populate the Consolidated Check Table as a separate process. For more information, see
“Update Consolidated Check Table (ALUTL017)” on page 16-24.

If you clear the Populate Check Report Table check box, the Consolidated Check Table
is not populated as part of the load process.

 ADP recommends that you load the Year-To-Date balances (.), Check Detail (.DET),
Event Scheduling System (.ESS), and the Year-End Purge (.YE2) each time they are
received.

6. To automatically populate run controls for the same weeks that are loaded to the ESS
table, select the Create Deduction Calculation Records check box.

7. Verify that the Replace Full Year check box is not selected.
When the Replace Full Year check box is selected, the deduction group settings for all
previously processed payrolls for the whole year are deleted.
ADP strongly recommends that you contact your ADP solutions consultant before you
select this check box.

Chapter 10: Receiving Pay Data from ADP

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 Manually Loading Files to ADP Enterprise HR 10-11

8. Click Process. The Load Files dialog box displays.

Figure 10-5. Load Files Dialog Box

9. Select the file(s) you want to download and click OK.

10. To confirm successful completion of your process, click (Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You’ve learned how to load files into ADP Enterprise HR.

Chapter 10: Receiving Pay Data from ADP

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10-12 Setting Up Received Files to Load Automatically

Setting Up Received Files to Load Automatically

After payroll files are received from ADP, either through CommServer or through message
notification, you can use the Auto-Load Options panel to designate that the files be
automatically loaded and the timing of that load into ADP Enterprise HR.

 If there is existing year-to-date history information with a pay group, process effective date,
and week number that matches the information in the .ytd file to be loaded, the existing
information is deleted from the year-to-date tables regardless of the year-to-date retention
setting. The new .ytd file is then loaded.

If there is existing check detail information with a pay group, week number, payroll number,
and year matching the information found in the check detail file to be loaded, the existing
information is deleted and replaced with loaded file.

This section describes the following topics:

• Verifying Prerequisites for Auto-Loading Files

• Setting Up Automatic Load

Verifying Prerequisites for Auto-Loading Files

Regardless of the method your company uses for receiving files, there are some
prerequisites you need to complete before you can auto-load received files.
Setting Up
Received Files to
Load
Message Notification
Automatically For information on being set up for and using message notification, see your ADP consultant.
 Verifying
Prerequisites for
Auto-Loading • The company must be hosted. Hosting is set up during installation. For more information
Files
on the Basic Options panel, see the Hiring, Staffing, and Job Maintenance Guide.
Setting Up
Automatic Load • Activate the Payroll File Receive and Payroll File Transmit business process types
through the Messaging Controls panel (System Admin ~ Application Administration ~
Messaging ~ Options). For more information, see the Application Administrator’s Guide.

• Either load files manually or set up the files to automatically load through the Auto-Load
panel.

Chapter 10: Receiving Pay Data from ADP

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 Setting Up Received Files to Load Automatically 10-13

CommServer
For information on being set up for and using the CommServer, see your ADP consultant.

• Designate all communication parameters on the Parent Pay Group Options panel (System
Admin ~ Autolink Payroll Setup (Required) ~ Parent Pay Group Options). For more
information on the Parent Pay Group Options panel, see the Company Setup and
Maintenance Guide.

• Manually receive the payroll files through the Receive panel (Payroll ~ Payroll Cycle ~
Step 8: Review/Process Payroll ~ Receive Payroll Files). For more information on the
Receive Files panel, see page 10-6.

• Either load files manually or set up the files to automatically load through the Auto-Load
panel.

You have completed verifying prerequisites for auto-loading files. Next, learn how to set up
an automatic load.

Setting Up Automatic Load

To set up received files to load automatically, do the following:
Setting Up 1 . Click Payroll and make the following selections:
Received Files to
Load
Automatically Payroll Cycle ~ Review Payroll Cycle Options
Verifying
Prerequisites for
Auto-Loading Files 2. Double-click the Auto-Load Options task. The Search dialog box displays.
 Setting Up
Automatic Load

Figure 10-6. Search Dialog Box

Chapter 10: Receiving Pay Data from ADP

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10-14 Setting Up Received Files to Load Automatically

3. Enter the pay group or processing group you want to work with, and then click OK. The
Auto-Load panel displays.

For a description of the

fields on this panel,
press F1.

Figure 10-7. Auto-Load Panel

4. From the File Type field, select the type of payroll file you want to load automatically:

 When you select a file type, the Description displays.

• Retirement Services Data Import (401(k)/529)

• Check Details
• Check Detail (Labor Distribution)
• Event Scheduling
• Year-End Purge (.YEP)
• Year-End Purge (.YE2)
• Year to Date Balances
5. From the Load File field, select one of the following:

• Immediately - The file is loaded as soon as it is received. Go to Step 8.

 When you select the Check Detail, Check Detail-Labor Distribution, or Retirement
Services Data Import (401(k)/529) file type, Immediately is entered automatically.

• Scheduled - The file is loaded based on the schedule you set up. You specify the day
of the week and, optionally, a time of day. Continue to Step 6.
6. Select the Day you want the file to load.

7. Enter the Time you want the file to load.

 This field is optional.

Chapter 10: Receiving Pay Data from ADP

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 Setting Up Received Files to Load Automatically 10-15

8. In the Parameters field, click the Parameters link, and then do the following:

 For file types PRYE2 (Year-End Purge), PRYEP (Year-End Purge), and PR
(Year-To-Date Balances), the Parameters field does not display a link. Continue
to Step 9.

• If the file type is Retirement Services Data Import (401(k)/529), the Auto-Load
Parameters panel shown in Figure 10-8 displays. In the Load Effective Date field,
specify the date you want to use when loading the file:

– Pay Date
– Period End Date
– System Date

For a description of the

fields on this panel,
press F1.

Figure 10-8. Auto-Load Parameters Panel

Chapter 10: Receiving Pay Data from ADP

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10-16 Setting Up Received Files to Load Automatically

• If the file type is Check Detail or Check Detail - Labor Distribution, the Auto-
Load Parameters panel shown in Figure 10-9 displays. To populate the Consolidated
Check Table when the Check Detail or Check Detail-Labor Distribution files are
loaded, select the Populate Check Report Table check box.

For a description of the

fields on this panel,
press F1.

Figure 10-9. Auto-Load Parameters Panel

• If the file type is PRESS (Event Scheduling System), the Auto-Load Parameters
panel shown in Figure 10-10 displays. To populate run controls automatically for
the weeks that are loaded to the ESS tables, select the Create Deduction
Calculation Records check box.

For a description of the

fields on this panel,
press F1.

Figure 10-10. Auto-Load Parameters Panel

9. Do any of the following:

• To set up additional files to load automatically when received, click (Insert

Row).

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 Setting Up Received Files to Load Automatically 10-17

• To delete the auto-load options for a file, click (Delete Row).

• To save your changes, click (Save). When the files you select are received, they
will be loaded at the time you specified.

You have finished setting up the files that you want to load automatically.

Chapter 10: Receiving Pay Data from ADP

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10-18 Updating Temporary Employee IDs

Updating Temporary Employee IDs

Temporary employee IDs consisting of the pay group and file number are assigned during
the loading of historical check detail information if there is not a corresponding Job row in
effect as of the period end date of the check detail file. For example, you load employees
using the DBA Load process and select a load date that is more current than the check detail
that is loaded. Once the historical check detail has been loaded, you can update the
Employee ID field. The following guidelines are used in the updating of the information:

• Use this process after the historical check detail file is loaded. For any employees who
were assigned temporary employee IDs (a combination of pay group and file number),
this process will update the employee ID with the employee ID from the job row loaded
during implementation.

• The process will prompt you to enter the pay group and date range of the check detail you
want updated.

• If the check detail being loaded includes purged employees, the hire date and period
ending date are used to determine the correct employee to update when there are multiple
employees with the same pay group/file number (this might occur if you have purged
employees and have reused the file numbers). Duplicates are listed on the report so that
you can verify that the correct check history is updated with each employee.
To update the temporary employee IDs, do the following:

1 . Click System Admin and make the following selections:

Admin Reports ~ Utilities

2. Click the Generic SQR Utility task. An Add dialog box displays.

3. To modify an existing utility, double-click the Generic SQR Utility task, enter thesearch
criteria in the Search dialog box, and click OK.

Chapter 10: Receiving Pay Data from ADP

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 Updating Temporary Employee IDs 10-19

4. Select Upd Temp EMPLIDS on Check Det (alutl016) from the Process Name field
and click OK. The Generic SQR Utility panel displays.

For a description of the

fields on this panel,
press F1.

Figure 10-11. Generic SQR Utility Panel

5. Enter a Run Control ID which identifies the run used to update employee IDs.

6. Enter the input parameters for the report in the Report Parameters field.

7. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. To confirm successful completion of your process, click
(Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You’ve learned how to update temporary employee IDs.

Chapter 10: Receiving Pay Data from ADP

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10-20 Exporting Files from ADP Enterprise HR

Exporting Files from ADP Enterprise HR

You can export General Ledger and Management Report data files to csv (coma separated,
quoted, variable length, ASCII text file) format. For example, you can take the General
Ledger data file from the payroll results and export it to your general ledger software
assuming it can use csv format for input. General Ledger and Management Report data files
can be identified by the following filename format:

 The week number value in an export file is only validated in a management report file.

Table 10-2. File Naming Conventions

Position 1-2 Of Position 3-5 Of

File Type Filename Filename
General Ledger data files GD Pay group identifier
Management Report data files MD Pay group identifier

 The export process is controlled by pay group security. Before files for a particular pay group
can be exported, you must designate that this process is allowed for the user and pay group.
For information on how to allow the export process, see the Application Administrator’s Guide
and the Company Setup and Maintenance Guide.

GD and MD are used to designate whether the file is general ledger or management report.
The pay group identifier is used as part of the filename for both identification and security.
The rest of the filename is comprised of the type of file you are exporting.

 The export process supports unencrypted files as well as either Encryption Level 1, 2, or 4
files. The encryption level is identified in the DP1 - Datapool Header record.

As part of the export process, you can select one or more files during a single export process.
Once you click Select and Run to begin the export process, you are presented with a dialog
box listing all the files available for exporting.

The default location from which the files are exported is the drive and directory where the
files are placed during the Receive process. Typically, the default is the batch/temp
directory or, if you have enabled AL Security for Batch Dir during installation (System
Admin ~ Human Resources Setup (Required) ~ Installation), the pay group indicator is
added to the path. The default location to which the files are placed after the export process
is complete is the same as that from which they were selected.

 You can override the output directory in the Override for Output Directory Path field on the
Export panel. When a path is entered here, the file is stored at the server level, not the local
level. If you want to store the file locally, you must map the proper drive before entering it into
the field.

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 Exporting Files from ADP Enterprise HR 10-21

Once a file is exported, the original filename remains intact with the addition of the original
extension preceded by an underscore with a new extension of .csv. For example:

Input filename - md22051.ro1

Output filename - md22d051_ro1.csv

After the input file is processed and the export file has been created successfully, the input
file is then moved to the archive directory (batch\temp\dbname\archive).

 Access to the archive directory is allowed through the Pay Group Access task (Autolink
Payroll Setup (Required) ~ Security ~ Pay Group Access). For more information on this task,
see the Application Administrator’s Guide.

For information on setting up pay group security for the export process, see the Company
Setup and Maintenance Guide for details.

The following process will guide you through exporting files from ADP Enterprise HR.

Exporting Files From ADP Enterprise HR

To export files from ADP Enterprise HR, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 8: Review Payroll Results

2. Double-click the Export Payroll Files task. The Export Payroll Files panel displays.

For a description of the

fields on this panel,
press F1.

Figure 10-12. Export Payroll Files Panel

Chapter 10: Receiving Pay Data from ADP

Payroll Processing Guide
10-22 Exporting Files from ADP Enterprise HR

3. If you want to override the output location of the exported files, enter the path in the
Override for Output Directory Path field.

The default location from which the files are exported is the drive and directory where
the files are placed during the Receive process. Typically, the default is the batch/temp
directory. The default location to which the files are placed after the export process is
complete is the same as that from which they were selected.

 When a path is entered in this field, the file is stored at the server level, not the local
level. If you want to store the file locally, you must map the proper drive before entering it
into the field.

4. If you want to include column names on the first record of the CSV export file, select the
Include Column Names check box.

5. Click Select and Run. The Select Files to Export dialog box displays.

 If pay group security is turned on, the Select Files to Export dialog will display the pay
group.

Figure 10-13. Select File(s) To Export Dialog Box

The default location from which the files are selected is the drive and directory where the
files are placed during the Receive process. Typically, the default is the batch/temp
directory. The default location to which the files are placed after the convert process is
complete is the same as that from which they were selected.

6. Select the file(s) you want to export.

To select consecutive files click the first file, press and hold down SHIFT, and then click
the last item.

To select files that are not consecutive, press and hold down CTRL, and then click each
file.

7. Once you have selected the file(s) you want to export, click OK.

Chapter 10: Receiving Pay Data from ADP

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 Exporting Files from ADP Enterprise HR 10-23

8. You can monitor the progress of the request by clicking (Process Monitor). If you
have selected multiple files for exporting, each file will have a separate instance on the
Process Monitor. To view information for a specific instance, click the Detail link for the
instance.

 If the process is considered successful, it will have a status of Successful and the input
file is written to the archive directory. The .csv file is written to the original input file
location or the directory you specified in the override field. If there are any errors
encountered during the process, the status will be Not Successful and the errors are
written to a log. If the process is determined to be Not Successful, the input file is not
archived. If the .csv file has already been created, it is placed in the output directory (or
your override directory) - even though it is only partially complete. This allows you to
review what was completed to determine the cause of the errors. The input file remains
in its original location so you can rerun the process and, if the process is successful, the
new .csv will overlay the Not Successful one.

You’ve learned how to export files from ADP Enterprise HR.

Chapter 10: Receiving Pay Data from ADP

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10-24 Converting Files

Converting Files

You can convert (decrypt or encrypt) selected AutoPay files. The files sent and received
from AutoPay are encrypted, so in order to review the data contained within the files, the
files must first be decrypted. Once the issues are resolved, you might want to encrypt it
again for security reasons. The files can be identified by the following filename format:

Table 10-3. File Naming Conventions

Position 1-2 Of Position 3-5 Of

File Type Filename Filename
General Ledger data files GD Pay group identifier
Management Report data files MD Pay group identifier
Payroll processing report files PR Pay group identifier
(type of file is designated by the
extension)
Payroll processing data files PD Pay group identifier
(type of file is designated by the
extension)
Management Report report files MR Pay group identifier
General Ledger report files GR Pay group identifier

 The conversion process is controlled by pay group security. Before files for a particular pay
group can be converted, you must designate that this process is allowed for the pay group.
For information on how to allow the convert process, see the Application Administrator’s
Guide and the Company Setup and Maintenance Guide.

As part of the conversion process, you can select one or more files during a single process.
Once you click Select and Run to begin the process, you are presented with a dialog box
listing all the files available for converting.

The default location from which the files are selected is the drive and directory where the
files are placed during the Receive process. Typically, the default is the batch/temp
directory. The default location to which the files are placed after the conversion process is
complete is the same as that from which they were selected.

During the decrypt process, the original filename remains intact with the addition of the
original extension preceded by an underscore with a new extension of .txt. During the
selection process for encryption, only those files with the .txt extension and the
appropriate 3-5 position filled by the pay group identifier are available for selection. The
naming scheme would be reversed as part of the encryption process.

Chapter 10: Receiving Pay Data from ADP

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 Converting Files 10-25

The following is an example of the decryption process:

For example, in the decryption process the files would be named as follows:

Input filename - md22051.ro1

Output filename - md22d051_ro1.txt

In the encryption process, the files would be named as follows:

Input filename - md22051_ro1.txt

Output filename - md22d051.ro1

After the input file is processed and the converted file has been created successfully, the
input file is then moved to the archive directory (batch\temp\dbname\archive).

For information on setting up pay group security for the conversion process, see the
Company Setup and Maintenance Guide for details.

Converting Files
To convert selected files, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 8: Review Payroll Results

2. Double-click the Convert Payroll Files task. The Convert Payroll Files panel displays.

For a description of the

fields on this panel,
press F1.

Figure 10-14. Export Payroll Files Panel

Chapter 10: Receiving Pay Data from ADP

Payroll Processing Guide
10-26 Converting Files

3. Select one of the following:

• Decrypt
• Encrypt
4. Click Select and Run. The Select File(s) to Convert dialog box displays.

Figure 10-15. Select File(s) To Convert Dialog Box

The default location from which the files are selected is the drive and directory where the
files are placed during the Receive process. Typically, the default is the batch/temp
directory. The default location to which the files are placed after the convert process is
complete is the same as that from which they were selected.

5. Select the file(s) you want to decrypt.

To select consecutive files click the first file, press and hold down Shift, and then click
the last item.

To select files that are not consecutive, press and hold down Ctrl, and then click each file.

6. Once you have selected the file(s) you want to decrypt, click OK.

7. To confirm successful completion of your process, click (Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

 Once the process has finished, the status of the process will be Completed. If you find a
problem with the file, review the alconvert.log.

You’ve learned how to convert files.

Chapter 10: Receiving Pay Data from ADP

Payroll Processing Guide
 Preparing for the Next Payroll Cycle 10-27

Preparing for the Next Payroll Cycle

After you have calculated and confirmed your payroll, you can get ready to process your
next payroll. Preparing for the next payroll cycle consists of the following:

• Setting Up Your Payroll for the Next Cycle

• Updating Time and Labor Management ADP Enterprise HR Data

Setting Up Your Payroll for the Next Cycle

To set up for the next cycle, follow these steps:
Preparing for the 1 . Click Payroll and make the following selections:
Next Payroll Cycle
 Setting Up Your
Payroll for the Payroll Cycle ~ Step 9: Close Payroll Cycle
Next Cycle
Updating Time and
Labor Management 2. Double-click the Set Up for Next Payroll task. The Search dialog box displays.
ADP Enterprise HR
Data

Figure 10-16. Search Dialog Box

3. Enter the pay group or processing group you want to work with and click OK.

4. Click Run Setup For Next Cycle. The following message, “Request to Run Setup for
Next Cycle submitted” displays.

5. Click OK.

The tables are initialized and employee maintenance and new hire transactions are
cleared.

To confirm successful completion of your process, click (Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

The tables are initialized and employee maintenance and new hire transactions are reset to
become part of current masterfile data.

Once the setup for next cycle process is completed, the pay cycle information under Step 1:
Start New Payroll Cycle ~ Pay Cycle Settings will reflect the next week number, pay date,
and period ending as specified by the Payroll Schedule. There could be instances where you
would want to override this information.

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10-28 Preparing for the Next Payroll Cycle

You have just set up your payroll for the next cycle. Next, learn how to update the time and
labor management data.

Updating Time and Labor Management ADP

Enterprise HR Data
After every payroll, you should update Time and Labor Management (TLM) information.
Autolink provides utilities that find any TLM information that you have updated/added since
Preparing for the the last payroll. These utilities write the information to a file you can then export from ADP
Next Payroll Cycle
Enterprise HR to TLM. Refer to one of the following sections for information on running
Setting Up Your this utility:
Payroll for the Next
Cycle
• “Exporting Labor Level TLM Data to Enterprise eTIME” on page 9-44.
 Updating Time
and Labor • “Exporting Employee TLM Data to TimeSaver” on page 9-50.
Management ADP
Enterprise HR
Data

You have just completed preparing for the next payroll cycle.

Chapter 10: Receiving Pay Data from ADP

Payroll Processing Guide
Chapter 11
Using QuickView

PAGE TOPIC

11-2 Introduction
11-3 Activating QuickView
11-5 Viewing and Accepting Reports from QuickView

Chapter 11: Using QuickView

Payroll Processing Guide
11-2 Introduction

Introduction

QuickView allows you to interface with the payroll preview process. After you transmit files
to ADP, you can use QuickView to preview payroll information before ADP processes this
information. You can choose which pay groups you want to use QuickView for. Depending
on how your application has been configured, you may have either the Client Preview,
Priority Preview, or Internal Preview option of QuickView. If you want to change from one
option to another, see your ADP consultant.

The Client Preview option of QuickView allows you to preview payroll information using
reports that you can view through the Internet and print before completing a full payroll
processing cycle. After reviewing the QuickView reports, you must either accept or reject
each pay group and transmit this information to ADP. You can view previews as many times
as necessary. Once you accept the payroll, ADP processes a live payroll. If you reject a
payroll, you can then adjust or modify the input and you must restart the payroll process.

The Priority Preview option of QuickView also allows you to preview payroll information
through reports that you can download and print or view via the Internet. Using the Internet
is the recommended way to preview the reports. However, with this option, you won’t be
able to accept or reject the results. Instead, ADP processes a live payroll automatically. The
standard payroll rerun procedure would be required to reprocess a Priority payroll. Contact
your ADP consultant for more information on this process.

 If your company is hosted, message notification is used to send the accept or reject
messages. For more information on using message notification, see the Application
Administrator’s Guide.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

Chapter 11: Using QuickView

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 Activating QuickView 11-3

Activating QuickView

Before you use QuickView, you first need to contact your ADP consultant to activate the
QuickView option for your company profile at ADP. Once the QuickView option is enabled
on your company profile, you can activate QuickView for every payroll you run or you can
elect to use it only when you need it. Regardless of how you choose to use QuickView, you
must enable it for each pay group using the ADP Enterprise HR software.

To activate QuickView for a pay group do the following:

1 . Click System Admin and make the following selections:

Autolink Payroll Setup (Required) ~ Pay Groups

2. Double-click the Pay Group Options task. The Search dialog box displays.

Figure 11-1. Search Dialog Box

3. Enter the name or description of the pay group you want to activate and click OK. The
Basic Pay Group panel displays.

Chapter 11: Using QuickView

Payroll Processing Guide
11-4 Activating QuickView

4. Click the Autolink Controls tab. The Autolink Controls panel displays.

For a description of the

fields on this panel,
press F1 or see the
Company Setup and
Maintenance Guide.

Figure 11-2. Autolink Controls Panel

5. Do one of the following:

Select the QuickView check box if you want all the payrolls for a pay group to process
as QuickView payrolls.

When you select the QuickView check box, the QuickView Payroll check box on the
Dates (Payroll ~ Payroll Cycle ~ Step 1: Start New Payroll Cycle ~ Pay Cycle Settings)
panel is automatically activated and set as the default.

or

Select the QuickView on Request check box if you want the pay group to use
QuickView only at your request.

When you select the QuickView on Request check box, the Live Payroll check box on
the Dates panel (Payroll ~ Payroll Cycle ~ Step 1: Start New Payroll Cycle ~ Pay Cycle
Settings) is automatically the default.

 If you have selected QuickView on Request, you must select QuickView Payroll on
the Dates panel (Payroll ~ Payroll Cycle ~ Step 1: Start New Payroll Cycle ~ Pay Cycle
Settings) in order for a payroll to run as a preview payroll. For more information on using
this panel, see Chapter 3, “Modifying Payroll Runs”.

6. When you are finished, click (Save).

 To disable QuickView, contact your ADP consultant, then clear the QuickView check box
on the Autolink Controls panel. For more information, refer to the Company Setup and
Maintenance Guide.

You completed activating QuickView.

Chapter 11: Using QuickView

Payroll Processing Guide
 Viewing and Accepting Reports from QuickView 11-5

Viewing and Accepting Reports from QuickView

Before you can view results from QuickView, you need to transmit the files. See Chapter 9,
“Preparing and Transmitting Pay Data,” for information on transmitting files. Once you
transmit files, your preview reports should be available within an hour. After that, you view
QuickView reports on the Internet, download, and print the results. Downloading report files
from the ADP region is another option for viewing and printing preview reports. If ADP
Enterprise HR has been configured with the Client Preview option of QuickView, you will
need to either accept or reject the results before the payroll is processed. If ADP Enterprise
HR has been configured with the Priority Preview option of QuickView, ADP will process
the payroll automatically.

The following sections explain how to view and accept reports from QuickView:

Viewing QuickView Results Through the Internet

Downloading QuickView Reports From the Receive Files Panel

Accepting and Rejecting Pay Groups

Viewing QuickView Results Through the Internet

If you are using the Client Preview option of QuickView, you will either download printed
QuickView reports from the Receive files panel or view reports on the web. Before you can
Viewing and view QuickView results on the web, this option must be configured by your ADP
Accepting Reports consultant.
from QuickView
 Viewing Registering for QuickView Access Through the Internet
QuickView
Results Through Once you have elected to use the Internet to view your QuickView reports and your ADP
the Internet consultant has set you up to do so, you will receive an email similar to the following:
Downloading
QuickView Reports Welcome! You have been enrolled in ADP's Internet services. You must
From the Receive register to receive a digital certificate, secure user ID, and
Files Panel password. These credentials are required to access various ADP
Accepting and Internet products. Follow the instructions below to complete your
Rejecting Pay registration.
Groups
If you have any questions or encounter problems during your
registration, please contact the Human Resource or Payroll consultant
at your company for assistance.

Russell Clark - Personal Information

User ID = RClark@999999

Access Code = oPgPW+t8

Personal Challenge Phrase = This is the secret question and answer

that you gave to the Security Administrator when you enrolled.

INSTRUCTIONS

Chapter 11: Using QuickView

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11-6 Viewing and Accepting Reports from QuickView

1. Please go to https://netsecure.adp.com/pages/pub/register.jsp

2. Copy and paste your User ID and Access Code from above into the
registration screen.

3. Follow the instructions on the site.

Once you have completed the registration instructions, you can access QuickView via the
Internet.

Viewing an Internet QuickView Report Through the QuickView

Panel
Once your application has been configured, do the following to view a QuickView report on
the Internet through the QuickView panel:

1 . Open your web browser and enter https://quickview.adp.com. A web screen displays.

Figure 11-3. Client Authentication Screen

2. Select the certificate you want to use to connect to the web site and click OK. The
Connect to quickview.adp.com logon screen displays.

Figure 11-4. Connect To Quickview.ADP.com Logon Screen

Chapter 11: Using QuickView

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 Viewing and Accepting Reports from QuickView 11-7

3. Enter your username and passcode and then click OK. The Payroll Quick View - Internet
screen displays.

 The passcode you use may be different from the password that is used for transmitting
files to ADP depending on how this option has been configured.

Figure 11-5. Payroll Quick View - Internet Screen

For further instructions, consult the web site’s online help or your ADP consultant.

Chapter 11: Using QuickView

Payroll Processing Guide
11-8 Viewing and Accepting Reports from QuickView

Downloading a Report
You can download reports through QuickView in an easy-to-view PDF format.

To download reports, do the following:

1 . Login to the Payroll Quick View - Internet screen as described in “Viewing QuickView
Results Through the Internet” on page 11-5.

2. Click on a preview payroll that is listed on the page. A list of all the reports available for
that processing displays.

Figure 11-6. Payroll Quick View - Internet Screen

3. Select the download check box next to each report you want to download.

4. Click Add to Basket. A message box displays.

Figure 11-7. Message Dialog

5. Click OK to return to the Payroll Quick View Internet screen.

Chapter 11: Using QuickView

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 Viewing and Accepting Reports from QuickView 11-9

6. Click View Basket. The reports you have selected to download display.

Figure 11-8. Payroll Quick View - Internet Screen

7. Select the check box beside each file you want to download, and click Download. A
download message box displays. When the download is complete, the Save As dialog
displays.

Figure 11-9. Downloading Message Dialog

8. From the Save in field, select the directory you where you want to download the reports,
and click Save.

The reports you selected are downloaded in pdf format to the directory you have
specified.

9. Double-click a .pdf file to display the report.

Chapter 11: Using QuickView

Payroll Processing Guide
11-10 Viewing and Accepting Reports from QuickView

You’ve just finished viewing the QuickView report over the web. See “Downloading
QuickView Reports From the Receive Files Panel,” on page 11-10 for information on
accepting and rejecting pay groups.

Downloading QuickView Reports From the Receive

Files Panel
If you are setup to download QuickView report files from the ADP Region, do the
following:
Viewing and
Accepting Reports 1 . Click Payroll and make the following selections:
from QuickView
Viewing QuickView
Results Through Payroll Cycle ~ Step 8: Review Payroll Results
the Internet

 Downloading
2. Double-click the Receive Payroll Files task. The Search dialog box displays.
QuickView
Reports From the
Receive Files 3. Enter a pay group and click OK. The Receive Files panel displays.
Panel

Accepting and
Rejecting Pay
Groups

For a description of the

fields on this panel,
press F1.

Figure 11-10. Receive Files Panel

4. Use the upper scroll bar to find the Preview Payroll Register check box, and then
select it.

Chapter 11: Using QuickView

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 Viewing and Accepting Reports from QuickView 11-11

5. Depending on what other QuickView reports your application is set up to receive, click
the following check boxes to download additional QuickView reports:

• Preview Error Correction Notice

• Preview Statistical Summary
• Preview WGPS Verification Report
• Preview WGPS Employee Deduction Register
• Preview WGPS Payee Register
6. Enter a password in the Password field. Use the same password that you use for
transmitting data.

7. Click (Save). A request is initiated to download the QuickView report files.

You will receive a message notifying you that your process has been submitted.

8. To confirm successful completion of your process, use the Process Monitor. For
step-by-step instructions, see the Application Administrator’s Guide.

You’ve just finished downloading a QuickView report using the Receive Files panel. If your
application has been configured with the Client Preview option of QuickView, then you
need to follow the steps in “Accepting and Rejecting Pay Groups” on page 11-12 before
ADP can process your payroll.

Chapter 11: Using QuickView

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11-12 Viewing and Accepting Reports from QuickView

Accepting and Rejecting Pay Groups

If your application has been configured for the Client Preview option of QuickView then
after you view a report, you must choose to either accept or reject the results. If your
Viewing and application has been configured with the Priority Preview option, this step is not required as
Accepting Reports the payroll has already completed the full payroll process.
from QuickView
Viewing QuickView
Pay groups in QuickView are displayed as follows.
Results Through
the Internet • All QuickView pay groups that have transmitted a payroll and that you have access
Downloading
to through Pay Group Security are listed on the QuickView panel.
QuickView Reports
From the Receive • Pay groups that are pending a response are listed with a status of “Transmit files
Files Panel Done” and an Accept or Reject box.
 Accepting and • Pay groups that have already been accepted are listed on this panel for informational
Rejecting Pay
Groups purposes only and do not have the Accept or Reject button available.

• Pay groups that have been previously rejected do not appear on this page.
To accept or reject pay groups do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 8: Review Payroll Results

2. Double-click the QuickView task. The QuickView panel displays.

For a description of the

fields on this panel,
press F1.

Figure 11-11. QuickView Panel

Chapter 11: Using QuickView

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 Viewing and Accepting Reports from QuickView 11-13

3 . View the following fields on the QuickView panel.

• Pay Group/Description - Displays the pay group and a short description of the pay
group.

• Week # - Displays the week number for the indicated period end date.
• PE Date 1 - Displays the date the pay period ends.
• Cycle Status - Indicates the status of the pay group. Pay groups that are pending a
response are listed with a status of “Transmit files Done” and an Accept or reject
box. Pay groups that have already been accepted are listed on this panel for
informational purposes only and do not have the Accept or Reject box available. Pay
groups that have been previously rejected do not appear on this page.
4. To accept all of the pay groups with a status of “Transmit Files Done” click Accept All.
To reject all of the pay groups click Reject All. To accept or reject an individual pay
group select either the Accept or Reject check box to the right of that pay group.

5. Enter a password in the Password field. Use the same password that you use for
transmitting and receiving data.

6. Click Transmit Responses.

You will receive a message notifying you that your process has been submitted.

7. To confirm successful completion of your process, use the Process Monitor. For
step-by-step instructions, see the Application Administrator’s Guide.

You have just completed accepting and rejecting pay groups and transmitting the results to
ADP.

Chapter 11: Using QuickView

Payroll Processing Guide
11-14 Viewing and Accepting Reports from QuickView

Chapter 11: Using QuickView

Payroll Processing Guide
 S EC T ION TW O
Periodic Payroll Maintenance

Chapter 12 Viewing, Adjusting, and Reversing Employee Pay Data

Chapter 13 Performing Pay Calculations Using CheckMate
Chapter 14 Managing Retroactive Payments
Chapter 15 Synchronizing Employee Information
Chapter 16 Using Autolink Utilities
Chapter 17 Archiving, Deleting, and Restoring Payroll Information
Chapter 18 Exporting files from ADP Enterprise HR to AdjustMate for Windows
Chapter 19 Generating Summary Reports

Section 2: Periodic Payroll Maintenance

Payroll Processing Guide
2-2

Section 2: Periodic Payroll Maintenance

Payroll Processing Guide
Chapter 12
Viewing, Adjusting, and Reversing
Employee Pay Data

PAGE TOPIC

12-2 Introduction
12-3 Viewing Employee Cumulative Data
12-14 Viewing Check Detail
12-41 Reversing or Viewing a Single Check
12-55 Adjusting Checks
12-56 Viewing the Adjustments Summary
12-59 Running the Verification Report (ALPAY003)

Chapter 12: Viewing, Adjusting, and Reversing Employee Pay Data

Payroll Processing Guide
12-2 Introduction

Introduction

From time to time, you may need to view employee data that was received from ADP. For
instance, you may need to view hours, earnings, and tax information from employee checks,
or you may need to view employee gross pay, tax data, goal amounts, totals for controlled
hours, and special accumulator information. You may also want to use the information you
receive to reverse or adjust checks. This chapter contains information for both human
resources professionals who may need to view check and other employee information and
payroll professionals who may need to reverse or adjust checks.

The data displayed through the Check View task comes from the paycheck detail files
received from AutoPay after each payroll processing. One of two check detail files are
created for each pay group. If the pay group is labor distribution and you have elected to
receive labor distribution for its check detail, the file that is downloaded has an .ldf
extension (labor distribution file). For all other pay groups, the file is a regular check detail
file and has an extension of .det.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

Chapter 12: Viewing, Adjusting, and Reversing Employee Pay Data

Payroll Processing Guide
 Viewing Employee Cumulative Data 12-3

Viewing Employee Cumulative Data

You can use ADP Enterprise HR to view employee cumulative (year-to-date) data that was
received from ADP.

You can view employee gross pay, cumulative tax data and cumulative goal amounts,
controlled hours, and special accumulators information from within ADP Enterprise HR.
Refer to “Receiving Pay Data from ADP” on page 10-1 for information on receiving data
files from ADP and loading the files into the ADP Enterprise HR database.

After you receive a .ytd file from ADP and load the file into the ADP Enterprise HR
database, you can view the following employee cumulative data:

• Viewing Wages and Taxes

• Viewing Accumulators
• Viewing Paid Time-Off Balances
• Viewing Goal Balances
• Viewing Year-to-Date Deduction in Arrears Balances
The following sections explain how to access these panels.

Viewing Wages and Taxes

The Wages and Taxes panel lets you view data returned to ADP Enterprise HR from ADP.
The data is downloaded from the .ytd file after a payroll has been processed. You can view
Viewing Employee gross wages and year-to-date tax information.
Cumulative Data
To view the cumulative data for an employee, do the following:
 Viewing Wages
and Taxes
1 . Select Payroll and make the following selections:
Viewing
Accumulators

Viewing Paid Employee Information & Processes ~ View Employee YTD Balances
Time-Off Balances

Viewing Goal
Balances

Viewing
Year-to-Date
Deduction in
Arrears Balances

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12-4 Viewing Employee Cumulative Data

2. Double click the Wages and Taxes task. The Search dialog box displays.

Figure 12-1. Search Dialog Box

3. Enter the search criteria you want to use, and then click OK. The Wages and Taxes panel
is displayed.The Wages and Taxes panel displays.

For a description of the

fields on this panel,
press F1.

Figure 12-2. Wages and Taxes Panel

4. In the top area of the panel, view the following information:

 The information in the top area is related to the payroll run.

• Week Number - Week number as of which year-to-date wages and taxes

information is displayed.

• Payroll Nbr - Payroll run number

• Pay Date - Pay date.
• Period End Date - Pay period end date.
• Qtr Adjustment - Indicates whether or not an adjustment was made.

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• Quarter/Year - Quarter and year in which the payroll run occurred.

• Process Date - Date the wages and taxes were processed.
• Batch Number - Batch number that included this payroll.
5. In the bottom area of the panel, view the year-to-date wages and taxes for the employee.

• Gross Wages - Year-to-date gross wages for the employee.

• SUI/SDI Tax Code - Employee’s current SUI/SDI tax code.
• Prior SUI/SDI Tax Code - Employee’s prior SUI/SDI tax code, if applicable.
• Deferred Comp Type - Employee’s current deferred compensation code.
• Prior Deferred Comp Type - Employee’s prior deferred compensation code,
if applicable.

• Prior Pay Group - Employee’s prior pay group code, if applicable.

• Prior File Number - Employee’s prior file number, if applicable.
6. In the Taxes area, view the employee’s tax amounts (such as Federal, State,
Social Security).

• Amount - View the amount of the year-to-date tax for the employee.
• Prior Amount - View the amount of the year-to-date tax for the employee, if the
employee was in a different pay group.
7. In the Taxables with Limits area, view the amounts for the employee’s taxable wages
that have limits associated with them (such as Social Security, Medicare, State Disability,
and State Unemployment).

• Amount - View the amount of the year-to-date taxable wages that have limits
associated with them (such as Social Security, Medicare, State Disability, and State
Unemployment).

• Prior Amounts - View the amount of the year-to-date taxable wages that have limits
associated with them, if the employee was in a different pay group.

You have just finished viewing employee wages and taxes. Next, you can view employee
accumulators.

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12-6 Viewing Employee Cumulative Data

Viewing Accumulators
The Accumulators panel lets you view data returned to ADP Enterprise HR from ADP. The
data is downloaded from the .ytd file after a payroll has been processed. You can view
Viewing Employee year-to-date totals for special accumulators.
Cumulative Data
Viewing Wages and
To view the cumulative accumulators for an employee, do the following:
Taxes
1 . Select Payroll and make the following selections:
 Viewing
Accumulators

Viewing Paid Employee Information & Processes ~ View Employee YTD Balances
Time-Off Balances

Viewing Goal
Balances 2. Double click the Accumulators task. The Search dialog box displays.
Viewing
Year-to-Date
Deduction in
Arrears Balances

Figure 12-3. Search Dialog Box

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 Viewing Employee Cumulative Data 12-7

3. Enter the criteria for your search, and then click OK. The Accumulators panel displays.

 If you are viewing an employee with more than 1,000 year-to-date accumulators, the
Previous and Next buttons become available.

For a description of the

fields on this panel,
press F1.

Figure 12-4. Accumulators Panel

4. In the top area of the panel, view the following information:

 The information in the top area is related to the payroll run.

• Week Number - Week number as of which year-to-date wages and taxes

information is displayed.

• Payroll Nbr - Payroll run number

• Pay Date - Pay date.
• Period End Date - Pay period end date.
• Qtr Adjustment - Indicates whether or not an adjustment was made.
• Quarter/Year - Quarter and year in which the payroll run occurred.
• Process Date - Date the payroll was processed.
• Batch Number - Batch number for the payroll.
5. In the Accumulators area, view the accumulator descriptions and totals.

• Number - Code assigned to the accumulator. This field lists all the accumulators
assigned to the employee.

• Description - Description of each accumulator.

• Amount - Total of the amount accumulated for the week you selected for
each accumulator.

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12-8 Viewing Employee Cumulative Data

You have completed viewing accumulators. Next, view employee paid-time-off balances.

Viewing Paid Time-Off Balances

The Controlled Hours panel lets you view data returned to ADP Enterprise HR from ADP.
Controlled hours are used to accrue hours of non-productive time such as vacation, personal,
Viewing Employee or sick leave.You can view the controlled hours allowed, the actual hours taken, and the
Cumulative Data balance of the remaining hours as of the last payroll cycle or a specific week for a specified
Viewing Wages and benefit such as vacation or personal time. The types of controlled hours available for
Taxes viewing are initially defined in conjunction with your ADP consultant.
Viewing
Accumulators To view the year-to-date controlled hours for an employee, do the following:
 Viewing Paid 1 . Select Payroll and make the following selections:
Time-Off Balances

Viewing Goal
Balances Employee Information & Processes ~ View Employee YTD Balances
Viewing
Year-to-Date
Deduction in 2. Double-click the Paid Time Off Balances task. The Search dialog box is displayed.
Arrears Balances

Figure 12-5. Search Dialog Box

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 Viewing Employee Cumulative Data 12-9

3. Enter your search criteria, and then click OK. The Controlled Hours panel is displayed.

For a description of the

fields on this panel,
press F1.

Figure 12-6. Controlled Hours Panel

4. In the top area of the panel, view the following information:

 The information in the top area is related to the payroll run.

• Week Number - Week number as of which year-to-date wages and taxes

information is displayed.

• Payroll Nbr - Payroll run number

• Pay Date - Pay date.
• Period End Date - Pay period end date.
• Qtr Adjustment - Indicates whether or not an adjustment was made.
• Quarter/Year - Quarter and year in which the payroll run occurred.
• Process Date - Date the payroll was processed.
• Batch Number - Batch number for the payroll.
5. In the Controlled Hours area, view the controlled hours data for an employee.

• Description - Description of the controlled hours.

• Number - Code assigned to the controlled hours item.
• Allowed - Total of the amount of the controlled hours allowed.
• Taken - Total of the number of controlled hours used.
• Balance - Total of the number of controlled hours available.
• Accrual - Indicates whether the selected controlled hours are set up on AutoPay as a
benefit accrual. A value of Y (Yes) indicates that they are set up.

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12-10 Viewing Employee Cumulative Data

• Reset Year - Year the employee's benefit hours were last reset.
• Cycle - Amount of stored benefit hours the employee has accrued. These hours have
not yet been moved to the Allowed column to make them available for use.

• Annum - Depending on the type of Benefit Accrual being used, if any, this
field displays:

• The total of an employee's accrued hours that have already been moved to
Allowed this benefit year. (Transfer Every Payroll).

• Any extra employee accrued hours carried over from the prior benefit year to the
new benefit year. (Transfer at Reset).

You have completed viewing paid time-off balances. Next, you can view goal balances.

Viewing Goal Balances

The Goal Balances panel lets you view data returned to ADP Enterprise HR from ADP. You
can view the dollar limit placed on accumulated deductions such as a loan repayment, or you
Viewing Employee can view the goal limits placed on benefits deductions. A deduction is withheld each
Cumulative Data scheduled pay period until the goal limit is reached. You can also view the amount of the
Viewing Wages and goal that has been deducted to date, as of the last payroll cycle and the difference between
Taxes the goal limit and the amount deducted to date.
Viewing
Accumulators To view the cumulative goals for an employee, do the following:
Viewing Paid 1 . Select Payroll and make the following selections:
Time-Off Balances

 Viewing Goal
Balances Employee Information & Processes ~ View Employee YTD Balances
Viewing
Year-to-Date
Deduction in 2. Double-click the Goal Balances task. The Search dialog box is displayed.
Arrears Balances

Figure 12-7. Search Dialog Box

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 Viewing Employee Cumulative Data 12-11

3. Enter the criteria for your search, and then click OK. The Goal Balances panel displays.

For a description of the

fields on this panel,
press F1.

Figure 12-8. Goal Balances Panel

4. In the top area of the panel, view the following information:

 The information in the top area is related to the payroll run.

• Week Number - Week number as of which year-to-date wages and taxes

information is displayed.

• Payroll Nbr - Payroll run number

• Pay Date - Pay date.
• Period End Date - Pay period end date.
• Qtr Adjustment - Indicates whether or not an adjustment was made.
• Quarter/Year - Quarter and year in which the payroll run occurred.
• Process Date - Date the payroll was processed.
• Batch Number - Batch number for the payroll.
5. In the bottom area of the panel, view the following goal balance information:

• Limit Nbr - Goal Limit Number assigned at the time the deduction
was created.

• Deduction Code - Deduction code which can be up to six characters.

• Description - Description of the deduction.
• Pay Period Ded Pct - Percent deducted each pay day.
• Pay Period Ded Amt - Amount deducted each pay day.

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12-12 Viewing Employee Cumulative Data

• Goal Limit - Limit that has been placed on the goal. After this amount is reached,
the deduction will not be taken.

• Amount to Date - Total of the amount withheld thus far.

• Goal Balance - Difference between the goal limit and the amount to date.

You have completed viewing goal balances. Next, you can view year-to-date deduction in
arrears balances.

Viewing Year-to-Date Deduction in Arrears

Balances
The Deduction in Arrears panel lets you view data returned to ADP Enterprise HR from
ADP. The data is comprised of the year-to-date accumulated deduction amounts that have
Viewing Employee not been deducted from an employee’s pay due to the insufficient net of the paycheck. Only
Cumulative Data those deductions set to accumulate these deductions that haven’t been taken are displayed on
Viewing Wages and the panel.
Taxes
To view the cumulative goals for an employee, do the following:
Viewing
Accumulators
1 . Select Payroll and make the following selections:
Viewing Paid
Time-Off Balances

Viewing Goal Employee Information & Processes ~ View Employee YTD Balances
Balances

 Viewing
Year-to-Date 2. Double-click the Deduction in Arrears task. The Search dialog box displays.
Deduction in
Arrears Balances

Figure 12-9. Search Dialog Box

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 Viewing Employee Cumulative Data 12-13

3. Enter criteria for your search, and then click OK. The Deduction in Arrears panel is
displayed.

For a description of the

fields on this panel,
press F1.

Figure 12-10. Deduction in Arrears Panel

4. In the top area of the panel, view the following information:

 The information in the top area is related to the payroll run.

• Week Number - Week number as of which year-to-date wages and taxes

information is displayed.

• Payroll Nbr - Payroll run number.

• Pay Date - Pay date.
• Period End Date - Pay period end date.
• Qtr Adjustment - Indicates whether or not an adjustment was made.
• Quarter/Year - Quarter and year in which the payroll run occurred.
• Process Date - Date the payroll was processed.
• Batch Number - Batch number for the payroll.
5. View the deduction Code, its Description, and the year-to-date total Amount for the
code.

You have finished viewing the employee’s cumulative data.

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12-14 Viewing Check Detail

Viewing Check Detail

Before you can view paycheck detail, you need to select the employee checks for which you
want to view detail. You can choose to select all of an employee’s paychecks or you can
select paychecks by other criteria using the Select by field.

When viewing paycheck detail, you can view information about hours, earnings, taxes,
memos, and tax recalculations. You can also view the pay period begin and end dates listed
below Net Pay. You can view the current pay period and year-to-date amounts for total
hours worked in the “Other Benefits and Information” section of the pay statement. Finally,
you can identify the year and quarter in which a pay check was issued, whether or not it was
an adjustment check, and the payroll in which it was run.

If you have loaded labor distribution detail into ADP’s Enterprise HR, you can display the
labor distribution detail for a paycheck you select from the summary list. The state and local
tax codes will not display on the summary panel for paychecks that include labor detail. If
there is a mixture of checks with and without labor detail, you will see tax codes for the
paychecks without labor detail but no codes for the paychecks with labor detail. To see the
tax deductions by state or local tax code, you first select a check to view on the Check
Selection panel. On the Hours/Earnings/Deductions panel, select (Labor Distribution
Detail). The tax deductions by state or local code are on the Labor - Taxes/Memos panel for
the selected check.

View check details using these process:

• Selecting Checks to View or Print

• Printing Pay Stubs
• Viewing Hours, Earnings, and Deductions
• Viewing Taxes
• Viewing Memos and Tax Recalculations
• Viewing Rate Summaries
• Viewing Labor Distribution Details

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 Viewing Check Detail 12-15

Selecting Checks to View or Print

You can view paychecks and, if needed, print pay stubs, for either an active or purged
employee.
Viewing Check
Detail To select paychecks to view or print for a specific employee, do the following:
 Selecting Checks 1 . Select Payroll make the following selections:
to View or Print

Printing Pay Stubs

Viewing Hours, Post-Payroll Cycle ~ View Checks/Reversals/Adjustments

Earnings, and
Deductions

Viewing Taxes 2. Double-click the Check Detail task. The Search dialog box is displayed.
Viewing Memos
and Tax
Recalculations
Viewing Rate
Summaries

Viewing Labor
Distribution Details

Figure 12-11. Search Dialog Box

3. Enter the employee’s ID and click OK. The Check Selection panel is displayed.

 An employee who has changed tax jurisdictions or has transferred locations may have
more than one file number. If an employee has multiple AutoPay file numbers, all checks
for all file numbers to which you have access are displayed on the Check Selection
panel.

For a description of the

fields on this panel,
press F1.

Figure 12-12. Check Selection Panel

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12-16 Viewing Check Detail

4. From the Select By list, select the criteria by which to display the checks, and then
press Enter. Follow the guidelines in Table 12-1 below.

 Depending on the criteria you select, different fields appear on the panel. For example, in
Figure 12-12 above, Year/Quarter was selected, and the Payroll Year and Quarter
Number fields are displayed.

Table 12-1. Guidelines for Selecting Check Criteria.

To view checks
by this criteria Do this
All Checks Select All Checks, and then click Go. The checks are displayed
by pay date.
 To view this option, scroll up the Select By list.

File Number Select File Number, and then press Enter. The File Number
field appears.
Enter the file number for the checks you want to view, and then
click Go. The checks are displayed by pay date.
Pay Date Select Pay Date, and then press Enter. The Beginning Date and
Ending Date fields appear.
Enter the ending date and, optionally, the beginning date for the
checks you want to view, and then click Go. The checks for the
period you entered are displayed.
 Use the MM/DD/YYYY format to enter the dates.

Period End Date Select Period End Date, and then press Enter. The Beginning
Date and Ending Date fields appear.
Enter the ending date for the pay period and, optionally, the
beginning date, and then click Go. The checks for the period you
entered are displayed.
 Use the MM/DD/YYYY format to enter the dates.

Quarter Adjustment Select Quarter Adjustment, and then press Enter. The Payroll
Year, Quarter Number, and Adjustment fields appear.

Enter both payroll year and quarter number, or payroll year only.
The checks for the period you entered are displayed.
 The Adjustment field is selected, ensuring that only checks from
an adjustment payroll will be displayed.

Single Check Select Single Check, and then press Enter. The Check Number
field appears.
Enter the check number for the check you want to view, and then
click Go. The check you selected is displayed.
Specific Checks Select Specific Checks, and then press Enter. A list of all the
employee’s checks is displayed.

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 Viewing Check Detail 12-17

To view checks
by this criteria Do this
Week Number Select Week Number, and then press Enter. The Beginning
Week Nbr, Ending Week Nbr, and Year fields appear.
Enter the week beginning and ending dates, and the year, for the
week that the checks you want to view were issued, and then
click Go. The checks for those weeks are displayed.
Year and/or Quarter Select Year/Quarter, and then press Enter. The Payroll Year
and Quarter Number fields appear.
Enter the payroll year and, optionally, the quarter number, and
then click Go. The checks for the year and quarter you entered
are displayed.

5. Review the following check selection fields for each check:

 A check preceded by a box with an R has been reversed. Click the R to display
information about the reversal.

• Pay Grp - Displays the employee's pay group.

• File Nbr - Displays the unique number used to identify an employee on AutoPay.
This number is located on the Job record.

• Qtr - Displays the quarter in which the check was issued.

• Wk - Displays the number for the week that the check was issued.
• Payroll - Displays the number for the payroll that the check is from.
• Adj - Indicates whether the check was part of an adjustment payroll.
• E - An e indicates that the employee’s paper voucher is suppressed.
• Check Nbr - Displays the check number.
• A - Displays an A if the check entry was created using the Manual Check task as a
prepaid/void entry.

• Pay Date - Displays the pay date.

• Period Begin - Displays the period begin date.
• Period End - Displays the period end date.
• Gross Pay - Displays the gross pay (amount before taxes and deductions).
• Net Pay - Displays the net pay (amount after taxes and deductions).
• Tot Hrs Wrkd - Displays the total amount of hours worked.
• Batch Nbr -Displays the batch number that included this check.

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12-18 Viewing Check Detail

6. To select one or more checks to view or print, do any of the following:

• Select the Include check box for each check.

• To select all of the checks on the Check Selection panel to view or print, click
Select All.

• To clear all of the check selections on the Check Selection panel, click Clear All.
7. Do either of the following:

• To view a group of panels containing check detail information, click View Detail.
 The first panel to appear is the Hours/Earnings/Deductions panel. For information on
this panel see “Viewing Hours, Earnings, and Deductions” on page 12-23.

• To print pay stubs for one or more checks, click Print Stub(s). Continue to the next
section, “Printing Pay Stubs.”

You have selected checks to view or print. Next, learn how to print pay stubs.

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 Viewing Check Detail 12-19

Printing Pay Stubs

You can use the Check Selection panel to select and print pay stubs for single or multiple
checks. If printing multiple checks, you can combine the checks into a single pay stub.
Viewing Check
Detail  You can print pay statements for all employees, including those with a purged status.
Selecting Checks
to View or Print To print pay stubs, do the following:
 Printing Pay 1 . Select Payroll make the following selections:
Stubs

Viewing Hours,
Earnings, and Post-Payroll Cycle ~ View Checks/Reversals/Adjustments
Deductions

Viewing Taxes

Viewing Memos
2. Double-click the Check Detail task. The Search dialog box displays.
and Tax
Recalculations

Viewing Rate
Summaries
Viewing Labor
Distribution Details

Figure 12-13. Search Dialog Box

3. Enter the employee’s ID and click OK. The Check Selection panel is displayed.

 An employee who has changed tax jurisdictions or has transferred locations may have
more than one file number. If an employee has multiple AutoPay file numbers, all checks
for all file numbers that you have access to appear on the Check Selection panel.

For a description of the

fields on this panel,
press F1.

Figure 12-14. Check Selection Panel

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12-20 Viewing Check Detail

4. Select the Include check box for each check you want to print. To print all checks, click
Select All. To clear the Include check boxes, click Clear All.

5. To print pay stubs for the checks you selected, click Print Stub(s). The Print Check
Options dialog box is displayed.

 The options that display are based on the settings you selected. See “Setting Up Your
Print Options for Manual Checks” on page A-3.

Figure 12-15. Print Check Options Dialog Box

One of the following occurs:

• If you selected one or more checks without an assigned beginning date, the dialog
box displays both a message and the Pay Period Begin Date field. You can enter a
begin date or leave the field empty.
If you enter a begin date, the date you enter will be printed on all the checks currently
without a begin date, even if the checks span a range of pay periods.

• If you selected checks that were all assigned a beginning date, the dialog box does
not display the message or the Pay Period Begin Date field.

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 Viewing Check Detail 12-21

6. Use the SSN Option field to designate how, or if, you want the Social Security Number
to print on the pay stub. The options that are available for selection depend on the user’s
security profile setting for the printing of a Social Security Number.

 If the employee ID has been designated to print on pay stubs through the Print Check
Options panel (System Admin ~ Autolink Setup (Optional) ~ Check Printing ~ Manual
Check Print Options by Pay Group), the SSN Option is grayed and unavailable.

The social security number options are:

• Mask - Print a partial Social Security Number (xxx-xxx-1234) on the pay stub.
• Hide - Do not print the Social Security Number on the pay stub.
 The options that are available for selection depend on the field display options selected
on the user’s security profile (System Admin ~ Security Administration ~ Operator ~
Profile).

Users set up with Show for SSN in Operator Security will not be able to ‘Show’ SSN on
pay statements. It will always be either Mask or Hide.

If the user profile is set to Hide, the SSN option is grayed out when running reports.
Users with Hide set for SSN in Operator Security will not be able to print checks with the
Mask option for SSN. Users with Mask set for SSN can either use Mask or Hide when
printing checks. For more information on the user profile settings, see the Application
Administrator’s Guide. For information on check printing options, see “Setting Up Your
Print Options for Manual Checks,” on page A-3.

7. From the Print YTD Balances field, select whether you want year to date balances to
print on a check and, if so, what type of balances. Choose from the following options:

• A (All) - Prints all year to date balances including selected special accumulators.
• N (None) - Prints no year to date balances.
• G (Gross) - Prints gross and taxes year-to-date balances.
• P (Gross, Taxes and PTO Hours) - Prints gross, taxes and year-to-date PTO balances.
 If you are maintaining year-to-date history for the pay group, ADP Enterprise HR uses
the year-to-date balance as of the maximum week number less than or equal to the
check’s week number. If not maintaining year-to-date history, the balances are current as
of the last year-to-date file loaded.

8. Enter a Check Message, if appropriate, in the two available fields.

9. In the Combine Checks into One Stub field, enter an N for No or a Y for Yes. This field
is available only if multiple checks have been selected.

10. In the Print One Page Per Check (Y/N) field, select Y to summarize and print one page
per check or select N to print as many statements as required to contain the detail.

 Depending on the amount of detail for a check, printing additional rate detail may cause
a checks to expand to print on multiple pages.

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12-22 Viewing Check Detail

11. Specify the Check Print Priority you want to use for the summarization of earnings and
deductions. In order to summarize checks to one page, either earnings, deductions or both
may need to be summarized. You can summarize earnings first, deductions first, or the
same number of earnings and deductions.

12. In the Print Company Phone Number field, specify whether to print the company
phone number on the check statement.

13. In the Rate Detail field, specify whether to print the employee’s rate type on the check.

 The check box displays only if the Rate Detail field is populated in the Statement Print
Options panel. See “Selecting Statement Print Options” on page A-6.

The following is an example of a completed Print Check Options dialog box.

Figure 12-16. Print Check Options Dialog Box

14. Click OK. A message notifies you that your process has been submitted. Click OK.
When the process has successfully completed, you can view your file by clicking
(Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide. For details on sources, sort order, and an illustration of the
report, see the Standard Reports Guide.

15. Select alpay019.lis from the listed results within the dialog box and click
(View).

The File View displays the earning statement for the selected check along with the pay
stub.

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 Viewing Check Detail 12-23

16. To print the pay stub, click Print. When printing a pay stub, which is non-negotiable, you
can print it to a non-MICR printer. If you have a logo file set up for your pay stubs, the
Select Macro dialog displays allowing you to select the correct logo file.
The printed pay stub reflects the marital status and exemptions current as of the pay end
date.

The rate summaries that are displayed are those that will be used when printing the pay
stub.

If the pay group is set up to include the company, file number, department number, clock
number, and check number on the pay stub, these print at the top of the pay stub. If the
check was originally issued as a direct deposit, the reprinted pay stub indicates an
advice number rather than a check number. This is designated on the Statement Print
Options panel (System Admin ~ Autolink Payroll Setup (Optional) ~ Check Printing ~
Manual Check Print Options by Pay Group. For more information on setting up the
options for a printed manual check, see “Selecting Statement Print Options”
on page A-6.

Deductions with the same deduction code are combined regardless of the department in
which they occur.

You have learned how to print pay stubs. Next, view the hours, earnings, and deductions for
an employee paycheck.

Viewing Hours, Earnings, and Deductions

To view the hours, earnings, and deductions information for an employee’s paychecks, you
use the Check Selection panel:
Viewing Check
Detail 1 . To access the Check Selection panel, select Payroll and make the following selections:
Selecting Checks
to View or Print
Post-Payroll Cycle ~ View Checks/Reversals/Adjustments ~ Check Detail
Printing Pay Stubs

 Viewing Hours,
Earnings, and 2. In the Check Selection panel, select the Include check box for each check you want to
Deductions view. To view all checks, click Select All.
Viewing Taxes

Viewing Memos
and Tax
Recalculations

Viewing Rate
Summaries

Viewing Labor
Distribution Details

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12-24 Viewing Check Detail

3. Click View Detail. The Hours/Earnings/Deductions panel is displayed.

For a description of the

fields on this panel,
press F1.

Figure 12-17. Hours/Earnings/Deductions Panel

4. Review the following Hours/Earnings/Deductions information for checks.

• Qtr - Quarter for the payroll in which the check was issued.
• Wk - Number for the week in which the check was issued.
• Payroll - Number for the payroll in which the check was issued.
• Adj - Identifier (Y/N) for whether the check was part of an adjustment payroll.
• Check # - Check number.
• Pay Date - Date of the pay.
• Period Begin - Pay period begin date.
• Period End - Pay period end date.
• Other Period Dates - If earnings from a prior period are included in this pay period,
this column displays the Other Period Dates link. When you click the link, the

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 Viewing Check Detail 12-25

Other Period Dates panel is displayed, showing detailed information about other
period begin dates and other period end dates.

For a description of the

fields on this panel,
press F1.

Figure 12-18. Other Period Dates Panel

• WGPS Dt - Wage Garnishment Processing date.

• PR Dept # - Payroll department (home department) number.
• Paid Dept - Paid department number. This field is for employees that are being paid
by a department other than their home department.

• Gross Pay - Gross pay (amount before taxes and deductions) for this check.
• Net Pay - Net pay (amount after taxes and deductions).
• Tot Hrs Wrkd - Total amount of hours worked.
• A - If this column contains an A, it indicates that the check entry was created using
the Manual Check task as a prepaid/void entry.

• PR Cost # - Payroll cost (home cost) number.

• Paid Cost - Paid cost number. This field is for employees that are being paid by a
cost number other than their home cost number.

• Batch Nbr - Batch number that included this check.

• Total Hours and Earnings - This area displays the total number and type of hours
and earnings for the selected checks.

– Earn Code - Code for the type of hours worked.

– Description - Type of hours worked (regular, overtime, or holiday).
– Hours - Total hours worked in each category.
– Earnings - Total earnings for each category.

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12-26 Viewing Check Detail

• Total Deductions - This area displays the total deductions for the selected checks.
– Ded Code - Deduction code for the deduction type.
– Description - Type of deduction.
– Class - One of the following tax classifications display:
• A - After tax deduction
• B - Before tax deduction
• N - Nontaxable deduction
• T - Taxable deduction
• Amount - Deduction amount.

5. For checks with labor distribution, click (Labor Distribution Detail) to view the
labor distribution detail. For more information, see “Viewing Labor Distribution Details”
on page 12-35.

6. To view information for a different check, click (Close) to return to the Check
Selection panel.

You have finished viewing paycheck hours, earnings, and deductions. Next, view taxes.

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 Viewing Check Detail 12-27

Viewing Taxes
For checks with labor distribution, the state and local tax codes are not displayed.You need
to view the labor distribution details. For more information, see “Viewing Labor
Viewing Check Distribution Details” on page 12-35.
Detail
Selecting Checks
To view tax information, do the following:
to View or Print
1 . Click the Taxes tab. The Taxes panel is displayed.
Printing Pay Stubs
Viewing Hours,  To access the Taxes tab, select Payroll ~ Post-Payroll Cycle ~ View
Earnings, and Checks/Reversals/Adjustments ~ Check Detail ~ View Detail ~ Taxes.
Deductions

 Viewing Taxes
Viewing Memos
and Tax
Recalculations

Viewing Rate
Summaries

Viewing Labor
Distribution Details

Figure 12-19. Taxes Panel

 For a description of the fields on this panel, press F1.

2. View the following tax information for checks:

• Qtr - Quarter for the payroll in which the check was issued.
• Wk - Number for the week in which the check was issued.
• Payroll - Number for the payroll in which the check was issued.
• Adj - Identifier (Y/N) for whether the check was in an adjustment payroll.
• Check # - Check number.
• Pay Date - Date of the pay.
• Period Begin - Pay period begin date.
• Period End - Pay period end date.

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12-28 Viewing Check Detail

• Other Period Dates - If earnings from a prior period are included in this pay period,
this column displays the Other Period Dates link. When you click the link, the
Other Period Dates panel is displayed, showing detailed information about other
period begin dates and other period end dates.

For a description of the

fields on this panel,
press F1.

Figure 12-20. Other Period Dates Panel

• WGPS Dt - Wage Garnishment Processing date.

• PR Dept # - Payroll department (home department) number.
• Paid Dept - Paid department number. This field is for employees that are being paid
by a department other than their home department.

• Gross Pay - Gross pay (amount before taxes and deductions).

• Net Pay - Net pay (amount after taxes and deductions).
• Tot Hrs Wrkd - Total amount of hours worked.
• Prepaid Void Indicator - If this column contains an A, it indicates that the check
entry was created using the Manual Check task as a prepaid/void entry.

• PR Cost # - Payroll cost (home cost) number.

• Paid Cost - Paid cost number. This field is for employees that are being paid by a
cost number other than their home cost number.

• Batch Nbr - Batch number that included this check.

• Total Federal Taxes - Total federal taxes for the checks selected.
– Federal - Amount of federal tax.
– Social Security - Amount of state tax.
– Medicare - Amount of Medicare tax.
• Total State Taxes - Total state taxes for the checks selected.

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 Viewing Check Detail 12-29

 For checks that contain labor distribution, the state tax codes will not be displayed.

– State - Code for the state tax.

– Amount - Amount of the state tax.
• Total Local Taxes - View the total local taxes for the checks selected.
 For checks that contain labor distribution, the state tax codes will not display.

Printing local marital status and exemptions on pay statements is based on the
selections on the Local W4 Configuration panel (System Admin ~ Autolink Payroll
Setup (Required) ~ Tax Codes ~ State/Local W4 Configuration).

– Local Code - Code for the local tax.

– Description - Description of the local tax.
– Amount - Amount of the local tax.

3. For checks with labor distribution, click (Labor Distribution Detail) to view the
labor distribution detail. For more information, see “Viewing Labor Distribution Details”
on page 12-35.

4. To view information for a different check, click (Close) to return to the Check
Selection panel.

You have finished viewing taxes for a paycheck. Next, view memos and tax recalculations
for a paycheck.

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12-30 Viewing Check Detail

Viewing Memos and Tax Recalculations

To view memos and tax recalculations for an employee’s paycheck, do the following:

Viewing Check 1 . Click the Memos/Tax Recalcs tab. The Memos/Tax Recalcs panel is displayed.
Detail
Selecting Checks
 To access the Memos/Tax Recalcs tab, select Payroll ~ Post-Payroll Cycle ~ View
to View or Print Checks/Reversals/Adjustments ~ Check Detail ~ View Detail.
Printing Pay Stubs
Viewing Hours,
Earnings, and
Deductions
Viewing Taxes

 Viewing Memos
and Tax
Recalculations
Viewing Rate
Summaries

Viewing Labor
Distribution Details

Figure 12-21. Memos/Tax Recalcs Panel

 For a description of the fields on this panel, press F1.

2. View the following Memos/Tax Recalcs information for checks:

• Qtr - Quarter for the payroll in which the check was issued.
• Wk - Number for the week in which the check was issued.
• Payroll - Number for the payroll in which the check was issued.
• Adj - Identifier (Y/N) for whether the check was in an adjustment payroll.
• Check # - Check number.
• Pay Date - Date of the pay.
• Period Begin - Pay period begin date.
• Period End - Pay period end date.

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 Viewing Check Detail 12-31

• Other Period Dates - If earnings from a prior period are included in this pay period,
this column displays the Other Period Dates link. When you click the link, the
Other Period Dates panel is displayed, showing detailed information about other
period begin dates and other period end dates.

For a description of the

fields on this panel,
press F1.

Figure 12-22. Other Period Dates Panel

• WGPS Dt - Wage Garnishment Processing date.

• PR Dept # - Payroll department (home department) number.
• Paid Dept - Paid department number. This field is for employees that are being paid
by a department other than their home department.

• Gross Pay - Gross pay (amount before taxes and deductions).

• Net Pay - Net pay (amount after taxes and deductions).
• Tot Hrs Wrkd - Total amount of hours worked.
• Prepaid Void Indicator - If this column contains an A, it indicates that the check
entry was created using the Manual Check task as a prepaid/void entry.

• PR Cost # - Payroll cost (home cost) number.

• Paid Cost - Paid cost number. This field is for employees that are being paid by a
cost number other than their home cost number.

• Batch Nbr - Batch number that included this check.

• Total Memos - View this area which displays the total memos for the checks
selected.

– Description - Description for each memo for the checks selected.

– Memo Code - Memo code for each description.
– Amount - Amount of each memo.

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12-32 Viewing Check Detail

• Total Tax Recalcs - View the total tax recalculations. The application generates tax
recalculations when the tax calculations a user has entered do not match AutoPay’s
calculations.

– Description - Description of the tax recalculation.

– Recalc Code - Code for the tax recalculation.
– Amount - Amount of the tax recalculation.

3. For checks with labor distribution, click (Labor Distribution Detail) to view the
labor distribution detail. For more information, see “Viewing Labor Distribution Details”
on page 12-35.

4. To view information for a different check, click (Close) to return to the Check
Selection panel.

You have finished viewing memos and recalculations for a paycheck. Next, view rate
summaries for a paycheck.

Viewing Rate Summaries

To view rate summaries for an employee’s paycheck, do the following:

Viewing Check 1 . Click the Rate Summary tab. The Rate Summary panel displays.
Detail
Selecting Checks
 To access the Rate Summary tab, select Payroll ~ Post-Payroll Cycle ~ View
to View or Print Checks/Reversals/Adjustments ~ Check Detail ~ View Detail.
Printing Pay Stubs

Viewing Hours,
Earnings, and
Deductions

Viewing Taxes

Viewing Memos
and Tax
Recalculations

 Viewing Rate
Summaries

Viewing Labor
Distribution Details

Figure 12-23. Rate Summary Panel

 For a description of the fields on this panel, press F1.

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 Viewing Check Detail 12-33

2. View the following rate information for the checks you selected.

• If the check or checks you have selected contain labor distribution information, the
Rate Summary panel displays a Rate Summary section:

Figure 12-24. Rate Summary Section of a Check Detail Panel

This section displays a summarization of hours and earnings contained in the check.
It displays the Earnings Type, Description, Hours, Earnings, and Rate for each
entry. If both the rates and earnings type match, the entries are combined and
summarized. If you want to view the Rate Detail for this check, you should select the
Labor Distribution icon.

• If none of the selected checks contain labor distribution information, or if the checks
contain a combination of no labor distribution and labor distribution, the Rate
Summary panel displays a Rate Information section:

Figure 12-25. Rate Information (View Summary) Section of a Check Detail Panel

This section allows you to switch from a detailed view of the check’s rate
information to a summarized view. When you are on the summarized view, the View
Detail button is available. When you are on the detailed view, the View Summary
button is available. Click the available button to display the alternate view.

Figure 12-26. Rate Information (View Detail) Section of a Check Detail Panel

Both the Rate Information and Rate Summary sections of the panel display the
Earnings Type and Description of the earnings type, Hours worked, calculated
Earnings and the Rate used for the earnings calculation.

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12-34 Viewing Check Detail

3 . If the Other Period Dates column displays a link, it indicates that earnings from a prior
period are included in this pay period. To view detailed information about the other
period begin dates and other period end dates, click the link.

For a description of the

fields on this panel,
press F1.

Figure 12-27. Other Period Dates Panel

4. If the check has labor distribution and you want to view the detail for that distribution,
click (Labor Distribution Detail) beside the appropriate check entry.

5. To view information for a different check, click (Close) to return to the Check
Selection panel.

You have finished viewing paycheck rate summaries. Next, view labor distribution details
for a paycheck.

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 Viewing Check Detail 12-35

Viewing Labor Distribution Details

If labor distribution detail exists for a paycheck, you can view that detail for each
department or cost number associated with the paycheck. You select a worked-in
Viewing Check department or cost number from the summary list of departments or cost numbers, and all
Detail information related to that department or cost number displays.
Selecting Checks
to View or Print Viewing Labor Hours, Earnings, and Deductions for a Paycheck
Printing Pay Stubs
View the following labor-related hours, earnings, and deductions information for
Viewing Hours,
Earnings, and a paycheck.
Deductions
Viewing Taxes 1 . On the Hours/Earnings/Deductions panel, click (Labor Distribution Detail) next to
Viewing Memos the employee’s check. The Labor - Hours/Earnings/Deductions panel displays.
and Tax
Recalculations  To access the Hours/Earnings/Deductions panel, select Payroll ~ Post-Payroll Cycle ~
Viewing Rate View Checks/Reversals/Adjustments ~ Check Detail.
Summaries

 Viewing Labor
Distribution
Details

Figure 12-28. Labor - Hrs/Ern/Ded Panel With Department Allocations

2. Do one of the following:

• If departments are used for labor distributions, the panel’s fields and text refer to
departments. In the Department column, if available, click the department number
to see the hours, earnings, and deductions details for that department.
or

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12-36 Viewing Check Detail

• If cost numbers are used for labor distributions, the panel’s fields and text refer to
cost number and paid cost. In the Paid Cost column, if available, click the cost
number to see hours, earnings, and deduction details for that cost number.

For a description of the

fields on this panel,
press F1.

Figure 12-29. Labor - Hours/Earnings/Deductions Panel with Department Details

3. View the following labor hours/earnings/deduction information.

• Department - Select one of the department numbers to display the earnings, hours,
and deductions that are associated with the distribution.

 If the employee’s hours and earnings are allocated to a cost number, the department
number does not display.

• Paid Cost - Select one of the cost numbers to display the earnings, hours, and
deductions that are associated with the distribution.

 If the employee’s hours and earnings are allocated to a department number, the cost
number does not display.

• Description - Displays the name of the department that corresponds to the

department number.

• Net Pay - Displays the portion of the employee’s net pay (amount after taxes and
deductions) for hours worked in the selected department.

• Gross Pay - Displays the portion of the employee’s gross pay (amount before taxes
and deductions) for hours worked in the selected department.

• Check Number - Displays the check number.

• Department Number - Displays the department number and description that you
have selected.

• Other Period Begin/End Dates - If earnings from a prior pay period are being paid
in this pay period, this field displays the other begin date and other period end date of
the prior period.

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 Viewing Check Detail 12-37

• Paid Cost - Displays the cost number and description that you have selected.
 If the employee’s hours and earnings are allocated to a department number, the cost
number does not display.

• Hours and Earnings - This area displays the total number and type of hours and
earnings charged to the department or cost number for the selected check.

– Earn Code - Displays a code for the type of hours worked.

– Description - Displays the type of hours worked (regular, overtime, or holiday).
– Hours - Displays the total hours worked in each category.
– Earnings - Displays the total earnings for each category.
• Deductions - This area displays the total deductions charged to the department or
cost number for the selected check.

– Ded Code - Displays the deduction code for the deduction type.
– Class - Displays one of the following tax classifications:
• A - After tax deduction
• B - Before tax deduction
• N - Nontaxable deduction
• T - Taxable deduction
– Description - Displays the type of deduction.
– Amount - Displays the deduction amount.

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12-38 Viewing Check Detail

Viewing Labor Taxes, Memos, and Recalc for a Paycheck

View the taxes, memos, and tax recalculations associated with one department or one cost
number for an employee’s paycheck.

1 . Click the Labor - Taxes/Memos tab. The Labor - Taxes/Memos panel displays with the
check details either department or cost number labor distributions depending on what
was used for the check.

 To access the Labor - Taxes/Memos panel, select Payroll ~ Post-Payroll Cycle ~ View
Checks/Reversals/Adjustments ~ Check Detail ~ View Detail.

For a description of the

fields on this panel,
press F1.

Figure 12-30. Labor - Taxes/Memos Panel With Department Details

2. View the following labor taxes, memos, and recalcs information:

• Check Number - Displays the check number.

• Department Number - Displays the department number and description that you
have selected.

 If the employee’s hours and earnings are allocated to a cost number, the department
number does not display.

• Paid Cost - Displays the cost number and description that you have selected.
 If the employee’s hours and earnings are allocated to a department number, the cost
number does not display.

Chapter 12: Viewing, Adjusting, and Reversing Employee Pay Data

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 Viewing Check Detail 12-39

• Memos - This area displays the total memos for the department selected.
– Memo Code - Displays the memo code for each description.
– Description - Describes each memo for the department selected.
– Amount - Displays the amount of each memo.
• Recalcs - The total tax recalculations display. The application generates tax
recalculations when the tax calculations a user has entered do not match AutoPay’s
calculations.

– Recalc Code - Displays the code for the tax recalculation.

– Description - Displays a description of the tax recalculation.
– Amount - Displays the amount of the tax recalculation.
• Taxes area - Displays the taxes for the department selected.
– Taxes - Displays the tax type. For example, Federal, Social Security, Medicare.
– Code - Displays the tax code for each description.
– Amount - Displays the tax amount.

Viewing Labor Rate Detail for a Paycheck

If labor distribution detail exists for a paycheck, you can view the detail for the rates for each
department or cost number associated with the paycheck.

1 . Click the Labor Rate Detail tab. The Labor Rate Detail panel displays.

 To access the Labor - Rate Detail panel, select Payroll ~ Post-Payroll Cycle ~ View
Checks/Reversals/Adjustments ~ Check Detail ~ View Detail.

For a description of the

fields on this panel,
press F1.

Figure 12-31. Labor - Rate Detail Panel With Department Details

Chapter 12: Viewing, Adjusting, and Reversing Employee Pay Data

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12-40 Viewing Check Detail

2. View the following labor rate detail information.

• Check Number - Displays the check number.

• Department Number - Displays the department number and description that you
have selected.

 If the employee’s hours and earnings are allocated to a cost number, the department
number does not display.

• Paid Cost - Displays the cost number and description that you have selected.
 If the employee’s hours and earnings are allocated to a department number, the cost
number does not display.

• Earnings Type - Displays the earnings type for an entry.

• Description - Displays the description of the earnings type.
• Hours - Displays the hours entered for the entry.
• Earnings - Displays the earnings for the entry.
• Rate - Displays the hourly rate used for the entry.
3. If you want to select a check to view for this employee, you can return to the previous
panel by clicking (Close).

You have completed viewing paycheck details.

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 Reversing or Viewing a Single Check 12-41

Reversing or Viewing a Single Check

The Reverse Check task allows you to view all check details for a single paycheck as well as
to reverse a single check. If you have access to this check’s pay group on the Autolink
Security panel, you can also reverse the check.

 You cannot reverse a quarterly adjustment paycheck.

When you reverse a check, it is placed in a batch. The batch ID generated is Check
Reversals - xxxxxxx, where xxxxxxx is the profile ID (operator ID). All the checks you
reverse for a pay group are saved in the batch. If you reverse checks in a different pay group,
a new batch is generated.

If a check has been distributed over multiple departments or cost numbers, you can view
the details for each department or cost number. When you reverse the check, all of the
distributions that are associated with the check are reversed.

If you reverse a check that is distributed across multiple departments or cost numbers, the
reversal process creates multiple entries which you can view on the Adjustments: Summary
panel (Post-Payroll Cycle ~ View Checks/Reversals/Adjustments). The check number links
the entries together.

See “Viewing the Adjustments Summary” on page 12-56 for more information.

 If your application is not set up to load check detail from ADP Enterprise HR, you’ll need to
use the “Adjustments: Voids, Corrections” task to reverse the check. See Chapter 5,
“Performing Manual Pay Adjustments, Corrections, and Voids,” for more information.
The following sections explain how to reverse or view a single check:

• Viewing Detail Information for a Single Check

• Reversing a Check

Viewing Detail Information for a Single Check

To view a check’s detail information, do the following:

Reversing or 1 . Select Payroll and make the following selections:

Viewing a Single
Check
Post-Payroll Cycle ~ View Checks/Reversals/Adjustments
 Viewing Detail
Information for a
Single Check

Reversing a Check
 You can also view detail information for a single check under Post Payroll Cycle ~
Employee Information and Processes ~ View Employee Paychecks. This view
does not include the Rate Summary panel.

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12-42 Reversing or Viewing a Single Check

2. Double-click the Reverse Check task. The Search dialog box displays.

Figure 12-32. Search Dialog Box

3. Enter the criteria for the check you want to view, and then click OK. The Hrs/Erns/Deds
panel is displayed.

For a description of the

fields on this panel,
press F1.

Figure 12-33. Hrs/Erns/Deds Panel

4. Do either of the following:

• To view a single check, continue to the next section, “Viewing a Single Check.”
• To reverse a check, go to “Reversing a Check” on page 12-52.

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 Reversing or Viewing a Single Check 12-43

Viewing a Single Check

The Hrs/Erns/Deds panel allows you to view all check details for a single paycheck. If you
have been granted access to this check’s pay group on the Autolink Security panel, you can
also reverse the check.

For a description of the

fields on this panel,
press F1.

Figure 12-34. Hrs/Erns/Deds Panel

1 . View the following information for hours, earnings, and deductions for a single check.

• Check Nbr - Check number.

• Year - Year the check was issued.
• Qtr - Quarter for the payroll in which the check was issued.
• Wk - Number for the week that the check was issued.
• # - Number for the payroll in which the check was issued.
• Adj - Identifier (Y/N) for whether the check was in an adjustment payroll.
• Pay Date - Pay date.
• Period Begin Date - Period begin date.
• Period End Date - Period end date.
• Gross Pay - Gross pay (amount before taxes and deductions) for this check.
• Net Pay - Net pay (amount after taxes and deductions).
• Tot Hrs Wrkd - Total amount of hours worked. May display 0.00 if a Pay Override
has been entered.

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12-44 Reversing or Viewing a Single Check

• Other Period Dates - If earnings from a prior period are included in this pay period,
the Other Period Dates link is displayed. When you click the link, the following
panel is displayed, showing details of the other period begin date and other period
end date.

For a description of the

fields on this panel,
press F1.

Figure 12-35. Other Period Dates Panel

• Hours and Earnings - Displays the total number and type of hours and earnings for
the selected checks.

– Ern Code - Code for the type of hours worked.

– Description - Type of hours worked (regular, overtime, or holiday).
– Hours - Total hours worked in each category.
– Amount - Total earnings for each category.
• Total Deductions - Displays the total deductions for the selected checks.
– Ded Code - Deduction code for the deduction type.
– Class - Tax classifications:
• A - After tax deduction
• B - Before tax deduction
• N - Nontaxable deduction
• T - Taxable deduction
– Description - Type of deduction.
– Amount - Deduction amount.
• Adjustments - Following fields:

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 Reversing or Viewing a Single Check 12-45

 The fields work in conjunction with each other, and the values were obtained from the
AutoPay Multi-Jurisdictional Report.

The fields are available only if the multi-jurisdictional taxing feature is enabled for the
pay group.

– Date - Identifies a pre-existing tax record for the employee.

– Sequence - Identifies a pre-existing tax record for the employee.
• Reverse Funds Disbursement - If this check includes a Wage Garnishment
Processing deduction, this check box is automatically selected. It notifies the ADP
Wage Garnishment Processing center to refund the lien deductions to your company.
If this check box is selected, but you did not have Wage Garnishment Processing set
up for this employee at the time the paycheck was issued, clear the check box.

• Re-post Check - Select this check box when you want to reverse a check and have
the option to create a new check with the same information, but as positive numbers.
This feature is useful when a manual check has been written and there may be only
one or two adjustments to the original check. You can manually adjust the positive
entry without keying in all the data.

• Period Begin Date - This field is displayed next to the Reverse button only if a
period begin date was not entered for the check. If you are reversing a check, you
must enter the period begin date here.

2. Click (Labor Distribution Detail) to view the labor distribution detail for the check.
For more information, see “Viewing Labor Distribution Details for a Check”
on page 12-50.

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12-46 Reversing or Viewing a Single Check

Viewing Taxes, Memos, and Tax Recalculations for Checks

View the taxes, memos, and tax recalculations for an employee’s single paycheck from the
Taxes/Memo/Recalc panel.

1 . To view the taxes, memos, and tax recalculation information for the check, click the
Taxes/Memo/Recalc tab. The Taxes/Memo/Recalc panel is displayed.

 To access the Taxes/Memo/Recalc panel, select Payroll ~ Post-Payroll Cycle ~ View

Checks/Reversals/Adjustments ~ Check Detail.

For a description of the

fields on this panel,
press F1.

Figure 12-36. Taxes/Memo/Recalc Panel

2. View the following information for taxes, memos, and tax recalculations for a
single check.

• Check Nbr - Check number.

• Year - Year the check was issued.
• Qtr - Quarter for the payroll in which the check was issued.
• Wk - Number for the week that the check was issued.
• # - Number for the payroll in which the check was issued.
• Adj - Identifier (Y/N) for whether the check was in an adjustment payroll.
• Pay Date - Pay date.
• Period Begin Date - Period begin date.
• Period End Date - Period end date.
• Gross Pay - Gross pay (amount before taxes and deductions) for this check.
• Net Pay - Net pay (amount after taxes and deductions).

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 Reversing or Viewing a Single Check 12-47

• Tot Hrs Wrkd - Total amount of hours worked. May display 0.00 if a Pay Override
has been entered.

• Other Period Dates - If earnings from a prior period are included in this pay period,
the Other Period Dates link is displayed. When you click the link, the following
panel is displayed, showing details of the other period begin date and other period
end date.

For a description of the

fields on this panel,
press F1.

Figure 12-37. Other Period Dates Panel

• Federal Taxes - Total Federal taxes for the checks selected.

• State Taxes - Displays total state taxes for the checks selected.
 If any of the checks contain labor distribution, the state tax codes will not display.

– Code - Code for the state tax.

– Amount - Amount of the state tax.
• Local Taxes - Displays total local taxes for the checks selected.
 If any of the checks contain labor distribution, the local tax codes will not display.

– Description - Description of the local tax.

– Code - Code for the local tax.
– Amount - Amount of the state tax.
• Memos - Displays the total memos for the checks selected.
– Code - Memo code for each description.
– Description - Description of each memo for the checks selected.
– Amount - Amount of each memo.

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12-48 Reversing or Viewing a Single Check

• Tax Recalcs - Displays the total tax recalculations. The application generates tax
recalculations when the tax calculations a user has entered do not match AutoPay’s
calculations.

• Code - Code for the tax recalculation.

• Description - Description of the tax recalculation.
• Amount - Amount of the tax recalculation.

Viewing the Rate Summary For Checks

Use the Rate Summary panel to view check information for an employee's paycheck plus the
rate summary or detail information for the checks. The provided rate information depends
on the labor distribution used for the checks.

1 . To view the detail rate information for the check, click the Rate Summary tab. The Rate
Summary panel is displayed.

 To access the Rate Summary panel, select Payroll ~ Post-Payroll Cycle ~ View
Checks/Reversals/Adjustments ~ Check Detail ~ View Detail.

For a description of the

fields on this panel,
press F1.

Figure 12-38. Rate Summary Panel

2. View the following rate detail information for the check. No summation of information
is performed.

• Check Nbr - Check number.

• Year - Year the check was issued.
• Qtr - Quarter for the payroll in which the check was issued.
• Wk - Number for the week in which the check was issued.
• # - Number for the payroll in which the check was issued.

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 Reversing or Viewing a Single Check 12-49

• Adj - Identifier (Y/N) for whether the check was in an adjustment payroll.
• Pay Date - Pay date.
• Period Begin Date - Period begin date.
• Period End Date - Period end date.
• Gross Pay - Gross pay (amount before taxes and deductions) for this check.
• Net Pay - Net pay (amount after taxes and deductions).
• Tot Hrs Wrkd - Total amount of hours worked
• Other Period Dates - If earnings from a prior period are included in this pay period,
the Other Period Dates link is displayed. When you click the link, the following
panel is displayed, showing details of the other period begin date and other period
end date.

For a description of the

fields on this panel,
press F1.

Figure 12-39. Other Period Dates Panel

• Rate Summary - View this area which displays the rate summary information for a
check.

– Earnings Type - Earnings types for check.

– Description - Earnings types check.
– Hours - Hours entered for the check.
– Earnings - Earnings for the check.
– Rate - Hourly rates used for the check.
3. If you want tochange the checks viewed for this employee, you can return to the previous
panel by clicking (Close).

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12-50 Reversing or Viewing a Single Check

Viewing Labor Distribution Details for a Check

If labor distribution detail exists for a paycheck, you can view that labor distribution for each
department or cost number associated with the paycheck. You select a worked-in
department number or cost number from the summary list, and all information related to it
is displayed.

You can view any existing hours, earnings, deductions, taxes, memos, or rate details for the
check. To view the labor distribution details for a check, do the following:

1 . Click the Hours/Earnings/Deductions panel.

 To access the Hours/Earnings/Deductions panel, select Payroll ~ Post-Payroll Cycle ~

View Checks/Reversals/Adjustments ~ Check Detail ~ View Detail.

2. Click next to the employee’s check. The Labor - Hours/Earnings/Deductions panel

is displayed.

 When viewing labor distribution detail, you must start on the Hours/Earnings/Deductions
or Taxes/Memo/Recalc panel. See page 12-41 for more information.

For a description of the

fields on this panel,
press F1.

Figure 12-40. Labor - Hours/Earnings/Deductions Panel

3. Do one of the following:

• If departments are used for labor distributions, the panels fields and text refer to
departments. In the Department column, if available, click the department number
to see the hours, earnings, and deductions details for that department.
or

• If cost numbers are used for labor distributions, the panel’s fields and text refer to
cost number and paid cost. In the Paid Cost column, if available, click the cost
number to see hours, earnings, and deduction details for that cost number.

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 Reversing or Viewing a Single Check 12-51

The details are displayed for the labor distribution type that you selected.

For a description of the

fields on this panel,
press F1.

Figure 12-41. Labor - Hours/Earnings/Deductions Panel

4. To view the taxes, memos, and tax recalculations for the department or cost number, click
the Labor - Taxes/Memos tab. The Labor - Taxes/Memos panel is displayed.

 When viewing labor distribution detail, you must start on the Labor -
Hours/Earnings/Deductions panel. See page 12-50 for more information.

For a description of the

fields on this panel,
press F1.

Figure 12-42. Labor - Taxes/Memos Panel

5. View the details. For more information on this panel, see “Viewing Labor Taxes, Memos,
and Recalc for a Paycheck” on page 12-38.

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12-52 Reversing or Viewing a Single Check

6. To view the taxes, memos, and tax recalculations for the department or cost number, click
the Labor - Rate Detail tab. The Labor - Rate Detail panel is displayed.

 When viewing labor distribution detail, you must start on the Labor -
Hours/Earnings/Deductions panel. See page 12-50 for more information.

For a description of the

fields on this panel,
press F1.

Figure 12-43. Labor - Rate Detail Panel

7. View the information. For more information on this panel, see “Viewing Labor Rate
Detail for a Paycheck” on page 12-39.

8. If you want to change the checks viewed for this employee, you can return to the previous
panel by clicking (Close).

You have completed viewing detail information for a check. Next, you can learn how to
reverse a check.

Reversing a Check
When you reverse a check distributed over multiple departments or cost numbers, all of the
distributions that are associated with the check are reversed.
Reversing or
Viewing a Single To reverse a check, you must be given access in the Autolink Security panel to the check’s
pay group.
Check
Viewing Detail The reversal process creates multiple entries which you can view on the Adjustments:
Information for a
Single Check
Summary panel (Post-Payroll Cycle ~ View Checks/Reversals/Adjustments). The check
number links the entries together. See “Viewing the Adjustments Summary” on page 12-56
Viewing Labor
Distribution Details
for more information.
for a Check
• You can reverse a check from a prior quarter, but a warning message will display because
 Reversing a the reversal could affect the tax filing for that quarter.
Check

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 Reversing or Viewing a Single Check 12-53

• You cannot reverse the same check multiple times within the same pay period. However,
once a check is reversed, you can reverse it again to correct problems that occurred
during the processing of the first reversal. A warning message displays to indicate that
you have specified to reverse the check more than once.

• You cannot reverse a check for an employee with a purged file number status.
To reverse a check, do the following:

1 . Select Payroll and make the following selections:

Post-Payroll Cycle ~ View Checks/Reversals/Adjustments

2. Double-click the Reverse Check task. The Search dialog box is displayed.

Figure 12-44. Search Dialog Box

3. Enter the criteria for the check you want to reverse and click OK. The Hrs/Erns/Deds
panel displays.

For a description of the

fields on this panel,
press F1.

Figure 12-45. Hrs/Erns/Deds Panel

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12-54 Reversing or Viewing a Single Check

4. In the Adjustments area, if multi-jurisdictional taxing is enabled for the pay group,enter
the Date and Sequence to update the existing, corresponding tax profile when the check
data is sent to AutoPay.

 Before you enter the values for these fields, review your most recent AutoPay Multi-
Jurisdictional Report. This report is delivered with your payroll package after each
processing. It lists the existing tax profiles for each employee with the adjustment
sequence numbers and dates needed to correctly enter adjustments.If you do not enter
values in the Date and Sequence fields, the primary tax codes are used to update the
current primary tax profile.

5. To notify the ADP Wage Garnishments to refund the lien deductions to your company,
select the Reverse Funds Disbursement check box.

 If funds disbursement was not set up for this employee at the time the paycheck was
issued (meaning ADP wasn’t responsible for disbursing garnishment payments), clear
this check box.

If this check includes a Wage Garnishment Processing deduction, this check box will be
automatically selected.

6. If the Period Begin Date field is displayed next to the Reverse button, select the period
begin date for the check you are reversing.

 When displayed next to the Reverse button, the Period Begin Date field is required. It is
displayed only if a period begin date was not entered for the check.

7. Do either of the following:

• To reverse this check only, click Reverse Check.

You can view the check reversal detail in the Deductions panel (Payroll ~ Post
Payroll Cycle ~ View Checks/Reversals/Adjustments ~ Adjustments:
Voids/Corrections).

• To reverse the check and have the option to create a new check with the same
information, but as positive numbers, select the Re-post Check check box.

You have finished learning about reversing checks.

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 Adjusting Checks 12-55

Adjusting Checks

If you want change some of the information on a check, you can adjust the check using the
Adjustments: Voids/Corrections task. If you want to reverse the check and your application
is not set up to load check detail from ADP Enterprise HR, use this task to reverse the check.

For information on adjusting checks, refer to Chapter 5, “Performing Manual Pay

Adjustments, Corrections, and Voids.”

You can access checks through the path documented in “Performing manual pay
adjustments, corrections, and voids” or through the same process used for other tasks
described in this chapter:

Post-Payroll Cycle ~ View Checks/Reversals/Adjustments

You have completed learning about adjusting checks.

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12-56 Viewing the Adjustments Summary

Viewing the Adjustments Summary

If you reverse a check that is distributed across multiple departments or cost numbers,
the reversal process creates multiple entries in the Adjustments: Voids/Corrections task
(Post-Payroll Cycle ~ View Checks/Reversals/Adjustments). Each of the department
entries or cost number entries is reversed as a single entry. The Adjustments: Summary
task combines all of the individual entries for a selected check number.

For example, if check number 1234 is distributed across three departments, the adjustments
summary panel will contain a summary of the total check and each labor entry as a separate
pay number. The check number and pay number identify the separate entries: 1234 A,
1234 B, and 1234 C. The check number links the entries together.

To view the adjustments summary, do the following:

1 . Select Payroll and make the following selections:

Post-Payroll Cycle ~ View Checks/Reversals/Adjustments

2. Double-click the Adjustments: Summary task. The Search dialog box displays.

Figure 12-46. Search Dialog Box

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 Viewing the Adjustments Summary 12-57

3. Enter the pay group ID and check number for the check summary you want to view and
click OK. The Check Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 12-47. Check Summary Panel

4. View the following check summary information:

• Check Number - Displays the check number.

• Pay Number - Displays the number for the payroll that the check is from.
• Temporary Department - Displays the temporary department number for
the check.

• Gross Pay - Displays the portion of the employee’s gross pay (amount before taxes
and deductions) for hours worked in the selected department.

• Net Pay - Displays the portion of the employee’s net pay (amount after taxes and
deductions) for hours worked in the selected department.

• Hours and Earnings - This area displays the hours and earnings ford the
selected check.

– Code - View a code for the type of hours worked.

– Description - View the type of hours worked (regular, overtime, or holiday).
– Hours - View the total hours worked.
– Earnings - View the total earnings for each category.
– Othr Pd Beg Dt - View the begin date of a prior period in which the entered
earnings were earned, but are being paid in the current period.

 To view the Othr Pd Beg Dt and Other Pd End Dt fields, scroll to the right.

– Othr Pd End Dt - View the end date of a prior period in which the entered
earnings were earned, but are being paid in the current period.

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12-58 Viewing the Adjustments Summary

• THW Ovrd - Displays the amount of the total hours worked overrides for all pay
numbers that have an override entered.

 When a Pay Override is entered and the Pay Block box is unchecked, the THW Ovrd
field displays the sum of the THW Override. When a Pay Override of 0 is entered and
the Pay Block box is checked, the THW Ovrd displays 0. When a Pay Override of 0 is
entered and the Pay Block box is unchecked, the THW Ovrd does not display.

• Deductions - View the deductions for the check selected.

– Code - Deduction code for the deduction type.
– AL Code - Autolink deduction code.
– Description - Type of deduction.
– Amount - Deduction amount.
• Taxes - View the federal, state, and local taxes for the selected check.
– Taxes - Tax type, for example, Federal, Social Security, Medicare.
– Amount - Tax amount.
• Memos - View the memos for the selected check.
– Code - Memo code for each description.
– Description - Each memo for the selected check.
– Amount - Amount of each memo.
5. If the check has more than one pay number, use the outer scroll bar to see all of the labor
distribution entries.

You have finished viewing the adjustments summary on the Check Summary panel.

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 Running the Verification Report (ALPAY003) 12-59

Running the Verification Report (ALPAY003)

You can view a report that displays the check adjustments and reversals you entered for one
or more pay groups.

 The Verification (ALPAY003) report is named “Manual Check Detail Report.” See “Generating
the Manual Check Detail Report (ALPAY003)” on page 19-14.

To view the Verification (ALPAY003) report, do the following:

1 . Select Payroll and make the following selections:

Post-Payroll Cycle ~ View Checks/Reversals/Adjustments

2. Double-click the Run Verification Report (ALPAY003) task. The Verification Report
panel displays.

For a description of the

fields on this panel,
press F1.

Figure 12-48. Verification Report Panel

3. In the Batch ID field, enter a batch to include in the report. If you leave the field blank,
all batches in the pay group will print.

4. To include in this report only those batches ready to run in the current pay cycle (not
batches that are on hold), select Include Batches for Current Pay Cycle Only.

5. To include only those batches owned by the current user, select Include Batches owned
by Current Operator Only.

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12-60 Running the Verification Report (ALPAY003)

6. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report.

 A report label, which is optional, is useful in identifying a specific report that’s been
generated. For example, you may have multiple users running the same report for the
same pay group but with different batches or data selected. In this instance, you could
enter a report label that included the profile ID (operator ID), which would provide a
unique identifier.

• Only one report label is allowed regardless of the number of pay groups you are
reporting on.

• The report label you enter is appended to the filename of the generated report. For
example, if you want a report containing the specific pay groups 22D and BIW and
you enter a report label of WKLY, the generated reports will have the filenames,
alpay001_22d_wkly.lis and alpay001_biw_wkly.lis.

Using a report label creates a unique filename for the report and prevents it from being
overwritten when another user generates the same report.

7. If you select the Group by Batch ID check box, the primary sort will be batch ID with
any additional sorting done through the sorting options you select. Selecting Group by
Batch ID will produces sub-totals by batch ID. You do not need to select a batch ID for
an additional sort option if the check box is selected.

If you do not select Group by Batch, the sorting priority will be based on what you have
designated in Select Sort Options but there will be no sub totals.

8. From Select Pay Group/Processing Group designate the pay groups or groups you want
to report on. From the Name field select a paygroup or group. The Type and Description
display.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you have clicked in the Name field.
Select an additional pay group or groups.

A separate report file is generated for each pay group or group you include.

9. From the Select Sort Options group designate the sorting criteria and priority you want
for your information. Click in the Sort Field column to select a sorting option.

To enter additional sorts, click in the Sort Field column, and then click (Insert Row).
The Insert icon is available only if you have clicked in the Sort Field column. Select an
additional sorting option. For ALPAY003, there are three sorting options: Batch ID,
Employee Name, and File Number. The Field Name displays the name of the sort field
you have selected.

10. Click (Save) if you want to re-use your reporting criteria at a later time.

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 Running the Verification Report (ALPAY003) 12-61

11. Click Run Report. A message notifies you that your process has been submitted. Click

OK. When the process has completed, click (Report Outputs) to view the report.

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide. For details on sources, sort order, and an illustration of the
report, see the Standard Reports Guide.

You have learned how to run ALPAY003 to generate the Verification report to display the
check reversals and adjustments that you’ve entered for a pay group.

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12-62 Running the Verification Report (ALPAY003)

Chapter 12: Viewing, Adjusting, and Reversing Employee Pay Data

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Chapter 13
Performing Pay Calculations Using
CheckMate

PAGE TOPIC

13-2 Introduction
13-4 Prerequisites for Using CheckMate
13-6 Using CheckMate Request Calculations
13-13 Creating a Request for Pay Calculations
13-23 Creating and Managing Request Templates
13-29 Entering Pay Data Using Existing Employee Information
13-42 Entering Data for a Request
13-59 Entering Hours/Earnings Using Hypothetical Employee Information
13-62 Entering Earnings for Gross Up Calculations
13-65 Using Message Notification To Monitor Checkmate Requests
13-67 Preloading Employee Pay Data Information
13-70 Using the Request Summary
13-77 Accessing the Results of a Request
13-82 Viewing Result Details
13-93 Using the Results of a Request

Chapter 13: Performing Pay Calculations Using CheckMate

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13-2 Introduction

Introduction

There may be times when you need to create paycheck calculations without actually
processing a payroll or saving any changes or dollar amounts to an employee’s masterfile
information. Or you may want to create a manual check for an employee between regular
payroll processings using their current employee information or with temporary changes to
their current information. You may even need to calculate based on an employee not yet in
ADP Enterprise HR or to create “what-if” scenarios.

CheckMate allows you to do all of these things. Since all calculations made through
CheckMate are essentially hypothetical, none of the temporary changes you make are
applied to the employee’s masterfile. No taxes or deductions calculated by CheckMate
update the employee’s year-to-date information until you specifically post an adjustment or
create the manual check through ADP Enterprise HR which also posts the adjustment. These
are then sent to AutoPay through your next payroll processing as any other adjustment
would be.
You can access CheckMate only if your profile ID (operator ID) has been given that access.
Access to CheckMate is made through the Processes panel (System Admin ~ Security
Administration ~ Application ~ Pay Group Access). For more information, see the Application
Administrator’s Guide.

Requesting pay calculations consist of two steps.

1. Define the request as to what type of request it is, it’s calculation settings, and, if
necessary, any special effects or deduction overrides you want to be effective for the
calculation.

2. Enter employee pay information based on the type of request you have defined.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

CheckMate Process Overview

The CheckMate process is used to calculate manual checks and/or post adjustments between
payroll cycles. The tasks described in the following steps are accessed by selecting Payroll ~
Post Payroll Cycle ~ Checkmate. The steps for using CheckMate for this are:

1. Create request: Use the (Add) Request Description task to define the request including
calculation settings and, if necessary, special effects or deduction overrides.

2. Enter employee check information: Use the Enter/Submit Checks task to enter the
employee pay information based on the type of request you have defined.

3. Calculate checks: Once the request is ready, click Calculate on the Hours/Earnings
Summary panel (accessed through the Enter/Submit Checks task) to send the request.

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 Introduction 13-3

4. Review check results: When the calculation results have been returned, they can be
viewed through the Review/Post/Print Checks task. If there were errors or warnings
associated with the request calculation, those can be viewed through the Review
Calculation Errors/Warnings task.

5. Print/Post adjustments: Once a request has been successfully calculated, the results can
be used to print a check or post an adjustment by clicking Print Check or Post Adj(s)
on the Results Summary panel accessed through the Review/Print/Post Checks task.

Using CheckMate
CheckMate allows you to request paycheck calculations with the following:

 Printing a check automatically posts an adjustment to the employee’s information.

• Existing employee information - using the employee information current as of your last
payroll processing. For more information, see “Entering Pay Data Using Existing
Employee Information” on page 13-29. You can then use the results to post an
adjustment, print a check, or just for review. No changes or updates are made to an
employee’s information until you have posted the adjustment.

• Modify employee information - based on sample employee data that allows you to
make temporary changes to the employee’s tax, deduction, or prior balance information.
For more information on creating this type of request, see “Entering Data for a Request”
on page 13-42.

• Hypothetical employee information - using hypothetical employees with sample tax,

deduction, and prior balance information. For more information on creating this type of
request, see “Entering Hours/Earnings Using Hypothetical Employee Information”
on page 13-59.

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13-4 Prerequisites for Using CheckMate

Prerequisites for Using CheckMate

Before you begin using CheckMate, you must verify that all the prerequisites for using
CheckMate have been completed. You also need to configure your printer correctly. For the
most part, these tasks are completed during implementation. Some of these are pay group
specific and must be done for each pay group you intend to use with CheckMate. The
following tasks are prerequisites to using CheckMate:

• Establishing Check-Printing Security

• Establishing Check-Printing Security
• Setting Up the Printer
• Setting Up the Logo and Signature
• Setting Up Bank Information

Establishing Check-Printing Security

CheckMate provides you with the ability to print checks directly from ADP Enterprise HR.
You can control this check-printing ability at the profile ID (operator ID) level through the
Pay Group Access task (System Admin ~ Autolink Payroll Setup (Required) ~ Security ~
Pay Group Access).

By default, permission to print checks during the CheckMate or Prepaid/Void processes is

disabled for all users. For a user to print manual checks, permission must be granted at an
user profile level. For more information on designating the check-printing capability, see the
Company Setup and Maintenance Guide.

Setting Up the Printer

For information on selecting and preparing your printer, see Appendix A, “Setting Up and
Configuring Your Printer.”

Setting Up the Logo and Signature

For information about setting up the logo and signature used on your checks, see Appendix
C, “Using Image Files.”

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 Prerequisites for Using CheckMate 13-5

Setting Up Bank Information

Before you can print a check, you must ensure that ADP Enterprise HR has the bank
information required for check printing, such as the bank’s transit number—which is used to
identify the bank on which checks are drawn for a pay group. For information on setting up
the bank information, see the Hiring, Staffing, and Job Maintenance Guide.

Once you have verified that the bank information is setup, you must also verify that the bank
transit number and account number have been setup for the pay group. For more information
on setting up pay group information, see the Company Setup and Maintenance Guide.

Setting Up Message Notification

If you are using message notification, for CheckMate or other transactions, you must first
setup and enable message notification. For more information on setting up and using
message notification, see the Application Administrator’s Guide.

Chapter 13: Performing Pay Calculations Using CheckMate

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13-6 Using CheckMate Request Calculations

Using CheckMate Request Calculations

There are three type of requests for calculations you can create through CheckMate: with
existing employee data, modifying sample employee data, and for hypothetical
(non-existent) employees.
There is no need to do manual tax calculations when you use CheckMate. Tax calculations
are automatically done for all three types of requests.

Only requests using existing employee data can be used to generate a check or post an
adjustment.

The following task overviews are provided to illustrate how you would use CheckMate to
perform these standard tasks. The step-by-step procedures are not listed here but are covered
in detail in the referenced areas. The following task outlines are described in this section:

• Calculating and Printing a New Check for an Existing Employee Using Current Data
• Creating a Request by Modifying an Employee’s Existing Data

Calculating and Printing a New Check for an

Existing Employee Using Current Data
When you create a request using an employee’s existing data, you can generate a manual
check or post an adjustment with the results of the calculation. You can designate temporary
Using CheckMate settings and overrides to their current information or leave the information as it is. If you
Request have no changes to an employees information, calculating a new check for an employee can
Calculations be as simple as creating the request, putting in the hours or earning, and sending it to
 Calculating and AutoPay for calculation. Once the results return, you can print the manual check or post it as
Printing a New an adjustment.
Check for an
Existing Employee To calculate and print a new check for an existing employee, do the following:
Using Current Data

Creating a Request 1. Create and save a request for the employee as described in “Creating a Request for Pay
by Modifying an Calculations,” on page 13-13.
Employee’s Existing
Data Select With existing employee info as the Calculation type. You can also designate the
calculation settings, deduction overrides, and any special effects you may want to use for
the check. Or you can elect to leave the employee’s data as it is.

2. Click Payroll and make the following selections:

Post Payroll Cycle ~ CheckMate

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 Using CheckMate Request Calculations 13-7

3. Double-click the Enter/Submit Checks task. The Search dialog box displays.

Figure 13-1. Search Dialog Box

4. Enter the request description in the Request Description field that you created for
printing the single check and click OK. The Hours/Earnings Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-2. Hours/Earnings Summary Panel

5. Enter the pay data for the check as described in “Entering Pay Data Using Existing
Employee Information” on page 13-29.

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13-8 Using CheckMate Request Calculations

6. Once you have all the pay data entry information entered and have completed all other
information that applies, click Calculate. Clicking Calculate starts the process of
communicating with AutoPay to calculate results for the request.

 The Calculate and Copy Request buttons are grayed and unavailable until at least one
pay is entered and saved.

For a description of the

fields on this panel,
press F1.

Figure 13-3. Hours/Earnings Summary Panel

You can use the Request Summary (Payroll ~ Post Payroll Cycle ~ CheckMate ~ Manage
Requests) to monitor the status of your request. For more information on using the
Request Summary panel, see “Using the Request Summary,” on page 13-70.

7. Once your request has transmitted to AutoPay, calculated, and results returned, you can
use those results as needed. You can print a check, post an adjustment, or copy the request
to recalculate and use again. For the purposes of this overview, the check is printed
through the Results Summary panel (Payroll ~ Post Payroll Cycle ~ CheckMate ~
Review/Post/Print Checks).

Printing from the CheckMate Results Summary

Once your request has transmitted to AutoPay, calculated, and results returned, you can use
those results as needed. Using the Results Summary panel, you can print a check, post an
adjustment, or copy the request to recalculate and use again.

To print a result, do the following.

1. Click Payroll and make the following selections:

Post Payroll Cycle ~ CheckMate

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 Using CheckMate Request Calculations 13-9

2. Double-click the Review/Post/Print Checks task. The Search dialog box displays.

Figure 13-4. Search Dialog Box

3. Enter the request description in the Request Description field for the transaction you
created and click OK. The search results display.

4. Double-click the request you want to use. The Results Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-5. Results Summary Panel

For more information on using the Results Summary panel, see “Using the Results of a
Request,” on page 13-93.

5. Click Select next to the task you want to use. The Print Check(s) button is now
available.

 Although you can perform pay calculations between PFT and Setup for Next Cycle, you
cannot post adjustments or print the results of those calculations until you run Setup for
Next Cycle.

6. Click Print Check(s). Doing so saves the information as a prepaid/void and invokes
ALPAY013.SQR which prints the checks. For complete information on printing a check,
see “Printing a Check,” on page 13-93.

You have finished calculating and printing a single check for an existing employee.
The information is automatically saved as an adjustment/prepaid/void and is transmitted
to AutoPay with your next payroll.

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13-10 Using CheckMate Request Calculations

You have completed calculating and printing a new check for an existing employee. Next,
you can create a request for calculations by changing an employee’s existing information.

Creating a Request by Modifying an Employee’s

Existing Data
Creating a request by modifying an employee’s existing data allows you to set up “what if”
scenarios and obtain the resulting calculations. None of the data you enter for this type of
Using CheckMate calculation is permanently applied to an employee’s record and the results do not generate a
Request check or post an adjustment. You can put in tax settings, deductions, special effects, and
Calculations other items to calculate the results.
Calculating and
Printing a New 1. Create and save a request for the employee as described in “Creating a Request for Pay
Check for an Calculations,” on page 13-13.
Existing Employee
Using Current Data Select Modify employee info as the Calculation type. You can also designate the
 Creating a calculation settings, deduction overrides, and any special effects you may want to use. Or
Request by you can leave this information as is. Whichever suits your purposes.
Modifying an
Employee’s 2. Click Payroll and make the following selections:
Existing Data

Post Payroll Cycle ~ CheckMate

3. Double-click the Enter/Submit Checks task. The Search dialog box displays.

Figure 13-6. Search Dialog Box

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 Using CheckMate Request Calculations 13-11

4. Select the request you created for this transaction and click OK. The Hours/Earnings
Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-7. Hours/Earnings Summary Panel

5. Enter the pay data for the calculation as described in “Entering Pay Data Using Existing
Employee Information,” on page 13-29. The same information applies to setting up a
sample calculation.

For a description of the

fields on this panel,
press F1.

Figure 13-8. Hours/Earnings Summary Panel

6. Modify any of the employee’s data you want to use for the calculation.

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13-12 Using CheckMate Request Calculations

7 . Once you have all the pay data information and sample settings entered and have
completed all other information that applies, click Calculate. Clicking Calculate starts
the process of communicating with AutoPay to calculate results for the request.

 The Calculate and Copy Request buttons are grayed and unavailable until at least one
pay is entered and saved.

You can use the Request Summary panel (Payroll ~ Post Payroll Cycle ~ CheckMate ~
Request Summary) to monitor the status of your request. For more information on using
the Request Summary panel, see “Using the Request Summary,” on page 13-70.

8. Once your request has transmitted to AutoPay, calculated, and results returned, you can
use those results as needed.

You have finished a sample data calculation.

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 Creating a Request for Pay Calculations 13-13

Creating a Request for Pay Calculations

Your request for paycheck calculations can be defined for a single employee or multiple
employees, using multi-jurisdictional vs. non multi-jurisdictional pay groups, job costing vs.
non-job costing pay groups, gross-to-net vs. net-to-gross calculations and so forth. This
section describes the following tasks:

• Creating a Request
• Defining the Calculation Criteria
• Selecting Deduction Overrides for Calculations
• Selecting Special Effects for Calculations
 Although you can perform pay calculations between PFT and Setup for Next Cycle, you
cannot post adjustments or print the results of those calculations until you run Setup for Next
Cycle.

Creating a Request
The Request Description panel, when adding a request, allows you to define a new request
by selecting a pay group, the types of employee(s) to include in the request, options to
Creating a Request default in standard hours and earnings, and a gross up or gross to net calculation for the
for Pay request.
Calculations
 Creating a  Information is pulled from the employee’s tax data record as of the last payroll processing for
Request an existing employee or the new tax data record for a new hire.
Defining the To create a request for pay calculations, do the following:
Calculation Criteria

Selecting Deduction 1. Click Payroll and make the following selections:

Overrides for
Calculations

Selecting Special Post Payroll Cycle ~ CheckMate

Effects for
Calculations

2. Click next to the Request task.

 To modify an existing request description, double-click the Request task, enter the
search criteria in the Search dialog box, and click OK.

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13-14 Creating a Request for Pay Calculations

The Add dialog box displays.

Figure 13-9. Add Dialog Box

3. Enter a description of your request in the Request Description field. The description that
you enter here is used to identify the request throughout the process. As you enter the
description, ADP Enterprise HR automatically converts the characters to uppercase.

The Request Date is prepopulated with the current date and time.

4. Select the pay group for which you want to create the request from the Pay Group field.
This is the pay group to which all employees included in the request belong and from
which pay processing information is pulled.

 The procedure for entering pay data information is slightly different based on whether
you select a multi-jurisdictional or non multi-jurisdictional pay group. For more
information on entering data for multi-jurisdictional pay groups, see “Entering Temporary
Tax Settings for a Multi-jurisdictional Pay Group,” on page 13-38.

5. If you want to base the request on an existing template, select the Template Name. Use
request templates to create a request based on a standard set of default values. Once you
have created a request based on the request template, you can modify the request to suit
your needs. Any changes to your request do not affect the request template.

 For more information on creating and managing templates, see “Creating and Managing
Request Templates,” on page 13-23.

6. Click OK and the Request Description panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-10. Request Description Panel

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 Creating a Request for Pay Calculations 13-15

7. Verify that the Description, Pay Group, Request Date, Operator ID (profile ID) and
Request Status values are correct.

8. From the Calculate field, select one of the following for the calculation type you want to
use:

• With existing employee info - selecting this option creates a request using existing
employee information as it exists on the AutoPay masterfile.

• Modify employee info - selecting this option allows you to request calculations for
existing employees using substitute sample values for the employee’s masterfile pay
data, such as federal or state tax. These changes are not permanent. For any values
that are unchanged, the values from the employee's current masterfile are used.

• For a hypothetical employee - selecting this option creates a request using sample
information for hypothetical employees.

 Use the Modify employee info or With existing employee info options for any existing
employee, including new hires, that have been added in this pay cycle. Selecting these
options uses the existing base employee data as the default information for the
employee or new hire (such as tax codes and deductions), so you don’t have to enter
this data unless you want to change it. If you select the hypothetical option, the
information, like tax codes and deductions for the employee, is not available. Since the
employee does not have a record in the application in this case, you must enter new
data each time.

9. If you want the request to use a gross up calculation, in other words net to gross, select
the Perform Gross Up Calculation check box. When you select this option, the
Amount (Amt) Code and Net Amount field become available when you enter the hours
and earnings information. The net pay amount and a pay number are the minimum data
needed to perform this calculation. By default, this option in not selected so that gross to
net calculations are performed.

 For more information on using the gross up (Net to Gross) calculation, see “Entering
Earnings for Gross Up Calculations” on page 13-62.

10. Select any, all, or none of the following Data Default check boxes to populate the hours,
earnings, and standard additional earnings with the employee’s standard data.

 If you have selected the Perform Gross Up option, these data defaults are not available.

• Standard Hours - Select to bring in the employee’s default standard hours. If this
option is selected, the employee’s regular hours are defaulted into the
Hours/Earnings Detail panel for the calculation.

• Salary - Select to bring in the employee’s default earnings. If this option is selected,
the employee’s regular salary is defaulted into the Hours/Earnings Detail panel for
the calculation.

• Standard Additional Earnings - Select to bring in the employee’s default fifth field
earnings. If selected, the employee’s fifth field earnings are defaulted into the
Hours/Earnings Detail panel for the calculation.

 If you have selected For a hypothetical employee as the calculation type, the data
default check boxes are not available.

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13-16 Creating a Request for Pay Calculations

11. Review the Check Counts area for the following information:

• Entered - Displays the total number of checks entered for the request through the
Enter/Submit task.

• Calculated - Displays the number of checks in a request for which calculated results
have been received from AutoPay, and which have not been posted.

• Errors/Warnings - Displays the total number of errors or warnings returned for the
request.
12. Select the Save as CheckMate Request Template check box and enter a Template
Name if you want to use this request as a template to base future requests on.

Once you have saved the request, you can access the template using the name you have
entered in the Template Name field. For more information on creating and managing
request templates, see “Creating and Managing Request Templates,” on page 13-23.

 The Save as... Template option can be used when you are editing Requests or
Templates. When you select this option when editing, changes to the existing Request or
Template are saved, plus the existing Request or Template is saved as separate
Template.

The following figure shows an example of a completed Request Description panel.

For a description of the

fields on this tab, press
F1.

Figure 13-11. Request Description Panel

13. Click (Save).

You have completed defining the basic request description for a request. Next, you can
define calculation criteria.

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 Creating a Request for Pay Calculations 13-17

Defining the Calculation Criteria

As part of defining a request, you must designate the transmittal information needed to
perform the paycheck calculations. You can elect to use either the settings from a scheduled
Creating a Request payroll or to setup information for an “unscheduled” payroll. Use the Calculation panel to
for Pay define the pay settings for your request. To define the calculations settings for a request, do
Calculations the following:
Creating a Request
1. Click the Calculation Settings tab. The Calculation Settings panel displays.
 Defining the
Calculation
Criteria

Selecting
Deduction
Overrides for
Calculations

Selecting Special
Effects for
Calculations

Figure 13-12. Calculation Settings Panel

 For a description of the fields on this panel, press F1.

2. From the Type field, select one of the following for the pay period type you want to use
for the request:

• Unscheduled Pay Period - selecting this option allows you to designate the week
number, pay date, period end date 1, and quarter number (these are the required fields
for an unscheduled payroll). You can also enter information into the Payroll Number
and Year fields.

• Scheduled Pay Period - selecting this option allows you to base the taxes and
deductions on a payroll that is currently on the Event Scheduling System (ESS) for
the selected pay group. Information from the previous payroll populates the fields by
default. If you base your calculations on a scheduled payroll, the required fields are:
scheduled payroll, pay date and period end 1 date. The Deduction Groups box is
populated with the deduction groups for the selected pay group. It is optional as to
whether you change the scheduled payroll information.

 If you select a pay period that is not in the current quarter, it will be acceptable for the
calculation. These transactions should not be saved as manual checks but entered
through Adjustmate to update the appropriate quarter. However, if you choose to save
the calculation as a manual check, the information is saved in a different quarter than it
was calculated and may produce different results.

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13-18 Creating a Request for Pay Calculations

3. If you are using a scheduled payroll as the basis for your calculations, you must also
select the specific scheduled payroll (ESS) you want to use.

a . From the Scheduled Payroll field, select the payroll schedule for the pay group. The
Scheduled Payroll dialog box displays.

Figure 13-13. Scheduled Payroll Dialog Box

b. Select the payroll on which you want to base your calculations and click OK.

The Calculation Setting panel is populated with the calculation settings information
for the payroll you have selected.

4. Click the Select check box in the Deductions Groups area to designate that a deduction
group be active for the calculations. All defined deduction groups are available for
activation or deactivation.

You can click the deduction group description to display additional information about the
deduction group.

 An asterisk (*) is displayed when a deduction group is defined on AutoPay. If no asterisk

(*) displays for a deduction group, you may need to have the deduction group setup on
AutoPay. However, you are still allowed to select the deduction group.

5. If you have finished defining your request, you can click (Save) and move on to
entering the hours and earnings. However, if you want to select deduction overrides or
special effects for the calculations, proceed to the next section.

You have just completed defining calculation criteria. Next, you can selected deduction
overrides for calculations.

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 Creating a Request for Pay Calculations 13-19

Selecting Deduction Overrides for Calculations

You may want to activate or deactivate existing specific deductions (not deduction groups)
for the calculations you are requesting. Use the Deduction Overrides panel to select the
Creating a Request specific deductions you want to select or clear.
for Pay
Calculations To specify deduction overrides for your request, do the following:
Creating a Request
1. Click the Deduction Overrides tab. The Deduction Overrides panel displays.
Defining the
Calculation Criteria

 Selecting
Deduction
Overrides for
Calculations

Selecting Special
Effects for
Calculations

Figure 13-14. Deduction Overrides Panel

 For a description of the fields on this panel, press F1.

2. Select the deduction code you want to activate from the Deductions to Activate group.

 To add additional deduction codes to activate, click the scroll bar and click (Insert
Row).

3. Select the deduction code you want to deactivate from the Deductions to Deactivate
group.

 To add additional deduction codes to deactivate, click the scroll bar and click
(Insert Row).

You can select up to eight deductions to be active and eight deductions to be inactive.

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13-20 Creating a Request for Pay Calculations

The following figure shows an example of a completed Deduction Overrides panel.

For a description of the

fields on this tab, press
F1.

Figure 13-15. Deduction Overrides Panel

4. If you have finished defining your request, you can click (Save) and move on to
entering hours and earnings.

You have completed selecting deduction overrides for calculations. Next, you can select
special effects for calculations.

Selecting Special Effects for Calculations

You may need to activate or deactivate special processing features, such as cancelling
pension calculations, for your request. Your ADP consultant usually sets up these special
Creating a Request effects when he or she establishes your payroll schedule. These special effects become
for Pay effective when you download the .ess file from AutoPay.
Calculations
Creating a Request  Both special effects 16 (Block Full Net Deposits) and 21 (Cancel Automatic Pay) are
pre-selected and grayed. You cannot deactivate these special effects.
Defining the
Calculation Criteria
The special effects are as follows:
Selecting
Deduction Table 13-1. Special Effects Codes
Overrides for
Calculations Code Description
 Selecting Special 10 Bonus Payroll - Supplemental Wage Percent
Effects for
Calculations  This is used with California state tax codes only.

11 Pay the Pay group 2 Employees-Automatic Pay

13 Bonus Payroll- Federal Tax
14 Bonus Payroll-No Ded (add Bonus SS/MED% to gross)

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 Creating a Request for Pay Calculations 13-21

Table 13-1. Special Effects Codes (cont.)

Code Description
15 Bonus Payroll-Deduct Social Security/Medicate
16 Banking Payroll-Block Full Net Deposits
17 No updating of Weeks Worked
18 Cancel Pension Calculation
21 Cancel Automatic Pay
23 3rd P/R This Week
24 2nd P/R This Week
27 2 Holiday this week-Automatic Pay
28 1 Holiday this week-Automatic Pay
29 3 Holiday this week-Automatic Pay
31 In-Line Monthly Summary Run Week
32 Print Complete Message Report
38 Block Download
42 Clear Group 4 Special Accumulators
43 Activate Steelworker’s Monthly Min. Code
44 Clear Group 5 Special Accumulators
45 Clear Group 6 Special Accumulators
46 Clear Group 7 Special Accumulators
47 Clear Group 8 Special Accumulators
48 Clear Group 9 Special Accumulators
51 Block Calculations-Municipality Payroll
52 No Spl Calc, Rst OT, MI/Tip Fct/Garn/Psn/Calc/Tip Cr
53 No Checks this Payroll
54 No In_Line Management Reports this Payroll
57 Allow Tax Filing or Cafeteria Plan QTD/ Adjs
58 Cancel Automatic Group Term Life
60 Do Not Take DIA Deductions in Payroll
61 Deactivate Group 1
62 Deactivate Group 2
63 Deactivate Group 3

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13-22 Creating a Request for Pay Calculations

Table 13-1. Special Effects Codes (cont.)

Code Description
65 Clear Group 1 Special Accumulators
66 Clear Group 2 Special Accumulators
67 Clear Group 3 Special Accumulators
68 Clear GTL Coverage Amount and Year
73 Cancel Split Net
74 Int. P/R,No ESS Upd,No Prt Off Laser Spool File
82 Bypass Check Validation
90 P/R Bill at OOS Rate
91 Quarter Reports Billable at Rerun Rate
92 Quarter Reports Not Billable
93 Internal Review

To activate special effects, do the following:

1. Click the Special Effects tab. The Special Effects panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-16. Special Effects Panel

2. Click the Include check box for all the special effects you want to select for the request.

3. Click (Save) when you have finished.

You have just finished activating special effects for the request which is the last step in
defining a request.

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 Creating and Managing Request Templates 13-23

Creating and Managing Request Templates

You can develop and use a standard set of defaults for your CheckMate requests by creating
templates for routine requests with identical or similar values. This helps you speed up the
process of creating the requests and reduces the chance of error. You can create, modify,
copy, and delete a request template within the pay group where it was originally created.

 Request templates are associated with an individual pay group and cannot be copied to
different pay groups.

When you are creating a new request, you can select the request template you want to use.
You can also elect to save a request as a request template for reuse at a different time. Once
you have selected a request template to use for your request, the values that were designated
for the request template are the default values for the new request. However, you can change
those values and not alter the request template in any way unless you want to.

 Once your new request is saved, all association with the request template ends. This means
any future changes to the request template does not impact requests created using it.

There are two methods you can use to create a request template:

• You can designate a request as a template through the Request task as described on
“Creating a Request,” on page 13-13.

• You can create the request template through the Request Template task as described in
this section. You can also use existing request templates as the basis of a new request
template by copying and delete any request templates that are no longer used through the
Manage Requests task.
This section describes the following:

• Creating a New Request Template

• Managing Request Templates

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13-24 Creating and Managing Request Templates

Creating a New Request Template

A request template and a regular request are created the same way. The same panels are
used and the same type of information entered for both. The only difference is that when you
Creating and save the request template, the criteria you have designated for the request is saved and can
Managing Request be reused as needed as the basis for future requests. To create a request template, do the
Templates following:
 Creating a New
Request Template
1. Click Payroll and make the following selections:
Managing Request
Templates
Post Payroll Cycle ~ CheckMate

2. Click next to the Request Template task. The Add dialog box displays.

Figure 13-17. Add Dialog Box

3. In the Request Description field, enter the name of ht e request template you are creating.

4. Select the Pay Group to which you want the request template to be added and click OK.
The Request Description panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-18. Request Description Panel

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 Creating and Managing Request Templates 13-25

5 . Select and enter the criteria for the request template. This includes the:

• Request description (Creating a Request)

• Calculation settings (Defining the Calculation Criteria)
• Deduction overrides if any (Selecting Deduction Overrides for Calculations)
• Special effects if any (Selecting Special Effects for Calculations)

6. Click (Save) when you have selected all the request template criteria. It can now be
used to create future request based on the defaults you have. For step-by-step instructions
on defining a request, see “Creating a Request for Pay Calculations,” on page 13-13.

You have finished creating a request template. Next, learn how to copy, edit, or delete a
request template.

Managing Request Templates

You can manage the request that are created by copying them to a new request template,
editing an existing request template, or deleting a request template that is no longer
Creating and necessary.
Managing Request
Templates To manage existing request templates, do the following:
Creating a New
Request Template
1. Click Payroll and make the following selections:

 Managing
Request Post Payroll Cycle ~ CheckMate
Templates

2. Double-click the Manage Request Templates task. The Search dialog box displays.

Figure 13-19. Search Dialog Box

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13-26 Creating and Managing Request Templates

3. Select the Pay Group to which the request templates you want to manage below and
click OK. The Template Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-20. Template Summary Panel

4. Do one of the following:

• Copy a request template by doing the following:

– Click Copy and the Copy Template dialog box displays.

Figure 13-21. Copy Template Dialog Box

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 Creating and Managing Request Templates 13-27

– In the Template Name field, enter the name of the new request template and
click OK.
The new template is added to the list of templates in the Template Summary
panel.

For a description of the

fields on this tab, press
F1.

Figure 13-22. Template Summary Panel

You can now use the copied request template as you would any other request
template.
• Delete a request template by doing the following:
– Click Delete to delete the request template. A confirmation message displays.

Figure 13-23. Copy Template Dialog Box

– Click Yes to delete the request template or No to cancel the process. The request
template is removed from the Template Summary panel.

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13-28 Creating and Managing Request Templates

• Edit a request template by doing the following:

– Click the request template’s name. The Request Description panel displays.

For a description of the

fields on this tab, press
F1.

Figure 13-24. Request Description Panel

– Once you have finished making your changes to the request template, click
(Save).

– To copy the information from the edited request template to a new request
template name, select Copy to CheckMate Request Template and enter the
Template Name you want to use and click (Save).

– Click (Close) to exit the Request Description panel.

 For step-by-step instructions on the panels and their valid values, see “Creating a
Request for Pay Calculations,” on page 13-13.

5. Once you have finished your management tasks, click (Close) to exit the Template
Summary panel.

You have finished the management tasks for your request template.

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 Entering Pay Data Using Existing Employee Information 13-29

Entering Pay Data Using Existing Employee

Information

Use the Enter/Submit Checks task to enter the pay data information for a request. A request
based on existing employee information allows you to use employee information that is
current as of the last payroll processing.

 Until you have entered pay data information for a request, the status of the request remains
New. Once you enter pay data information, the status is changed to Pending. As long as the
status of a request is new, pending, or failed, you can reopen the request and add to or
change the pay data information. Once you click Calculate, and the calculation is successful,
this information can be viewed but not changed.

This section describes the following tasks:

• Entering Hours and Earnings Information

• Entering Detail Pay Entry Information
• Entering Temporary Cost Number Detail
• Entering Temporary Tax Settings for a Multi-jurisdictional Pay Group
• Entering Temporary Employer Deductions for Health Savings Accounts

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Entering Hours and Earnings Information

To begin entering your hours and earnings for a request, do the following:

Entering Pay Data 1. Create a request using With existing employee info as the calculation type. For more
Using Existing information on creating a request, see “Creating a Request for Pay Calculations”
Employee on page 13-13.
Information
 Entering Hours 2. Once you have finished defining your request, click (Save).
and Earnings
Information
3. Click (Close) to exit the panel.
Entering Detail Pay
Entry Information
4. From the Task Manager, make the following selections:
Entering Temporary
Cost Number Detail
Entering Temporary Payroll ~ Post Payroll Cycle ~ CheckMate
Tax Settings for a
Multi-jurisdictional
Pay Group
5. Double-click the Enter/Submit Checks task. The Search dialog box displays.
Entering Temporary
Employer
Deductions for
Health Savings
Accounts

Figure 13-25. Search Dialog Box

6. Enter the request description you created in the Request Description field and click OK.
The search results display.

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 Entering Pay Data Using Existing Employee Information 13-31

7. Double-click the request you want to use and the Hours/Earnings Summary panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 13-26. Hours/Earnings Summary Panel

 If you have used the Preload Employees task to pull in employee information, the
Hours/Earnings Summary panel is populated with the preloaded information. For more
information on preloading employee information see “Preloading Employee Pay Data
Information,” on page 13-67.

If you are prohibited from updating your own information, you are not allowed to enter
information for your file number.

8. From the File # field, enter or select a file number. The name field populates based on the
file number you select. Although you are allowed to proceed if you select a deceased or
terminated employee, you will receive a warning message.

9. Position your cursor in the Pay # field and enter or select a pay number for the pay entry.

 If you select a pay number used for a previous entry for the employee, a message dialog
box displays.

10. Enter values in the Reg Hrs (regular hours), OT Hrs (overtime hours), Reg Erns
(regular earnings), overtime hours (OT Hrs), and/or overtime earnings (OT Erns) to use
for the calculation.

 The data defaults you selected, if any, for your calculation settings, automatically
populate the correct fields.The values for the Hours field can range from -40,500 to
99999. For more information on calculation setting defaults, see “Defining the
Calculation Criteria” on page 13-17.

Using the Details link, you may also want to enter detail information for the pay entry. For
more information, see “Entering Detail Pay Entry Information,” on page 13-33.

Information on the Hours/Earnings Summary panel pertains only to Entry 1. If you add
additional entries on the Details, they will not appear on the Hours/Earnings Summary
panel. If you change values on the Details panel for Entry 1, they will appear on the
Hours/Earnings Summary panel after the panel is refreshed.

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13-32 Entering Pay Data Using Existing Employee Information

11. If you want to add an additional entry, click (Insert Row) and complete the
information for the new entry.

12. If you want to delete an entry, click (Delete Row).

The following figure shows an example of a completed Hours/Earnings Summary panel.

For a description of the

fields on this panel,
press F1.

Figure 13-27. Hours/Earnings Summary Panel

13. When you have finished entering all the information, click (Save).

14. Once you have all the pay data entry information entered in the Hours/Earnings panel and
have completed all other information that applies, click Calculate, which starts the
process of communicating with AutoPay to calculate results for the request.

 Calculate and Copy Request are unavailable until at least one pay is entered and
saved.

15. You will receive a message notifying you that your process has been submitted.

You can use the Request Summary panel (Payroll ~ Post Payroll Processing ~ CheckMate
~ Manage Requests) to monitor the status of your request. For more information on using
the Request Summary panel, see “Using the Request Summary,” on page 13-70.

16. To confirm successful completion of your process, use the Process Monitor. For step by
step instructions, see the Application Administrator’s Guide.

You have completed entering hours and earnings information for an employee. Next, enter
detail pay entry information.

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 Entering Pay Data Using Existing Employee Information 13-33

Entering Detail Pay Entry Information

Use the Hours/Earnings Detail panel to enter any detail information for a transaction, such
as additional pay entries, earnings, temporary rates and departments, and shift and rate
Entering Pay Data information.
Using Existing
Employee Information on the Hours/Earnings Summary panel pertains only to Entry 1. If you add
Information additional entries through the Detail panel not pertaining to Entry 1, those entries do not
Entering Hours and
appear on the Hours/Earnings Summary panel. If you change values on the Detail panel for
Earnings Entry 1, they appear on the Hours/Earnings Summary panel only after the panel is
Information refreshed.
 Entering Detail
Pay Entry  The detail information you enter is the same regardless of whether the pay group is
Information multi-jurisdictional or non multi-jurisdictional. However, for multi-jurisdictional pay groups
there is an additional panel, Temporary Tax Settings. For more information, see “Entering
Entering Temporary
Cost Number Detail Temporary Tax Settings for a Multi-jurisdictional Pay Group” on page 13-38.

Entering Temporary To enter detail information for a pay entry, do the following:
Tax Settings for a
Multi-jurisdictional 1. From the Hours/Earnings Summary panel (Figure 13-27, “Hours/Earnings Summary
Pay Group
Panel,” on page 13-32), click the Detail link. The Hours/Earnings Detail panel displays,
Entering Temporary showing the Pay Number indicating the paycheck to be generated for the employee.
Employer
Deductions for
Health Savings
Accounts

For a description of the

fields on this panel,
press F1.

Figure 13-28. Hours/Earnings Detail Panel

2. View the Entry Number which is used to track the number of entries associated with
each pay number for an employee. This number is generated by ADP Enterprise HR.

3. Select a job cost number from the Job Cost Number field. The job cost number is used
to track distributed employee hours and earnings for reporting labor distribution by job.

 This field displays only if the pay group has job costing activated.

4. Select the Block Deferred Compensation check box if you want to block deferred
compensation deductions. A 401k or a Roth IRA are examples of deferred compensation
deductions.

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13-34 Entering Pay Data Using Existing Employee Information

5. Enter the shift code for the shift the employee worked from the Shift field. Only values
1 through 9 are valid. 0 (zero) is not a valid value.

6. Enter the rate code from the Rate Cd field for the specified rate that you want to use to
for the calculations.

7. Enter a temporary department number in the Temp Dept field if the employee worked in
a department other than their home department.

8. Enter an hourly rate in the Temp Rate field other than the employee’s primary rate.

 If you enter rate codes 2 or 3, this field is unavailable.

9. Select the workweek for the entry from the Workweek field. This field is available if the
pay group and employee are set up with FLSA overtime to use the workweek.

10. From the Special Processing Code field, select the special FLSA overtime calculations
to apply. This field is available if the pay group and employee are set up with FLSA
overtime to utilize the workweek.

11. Enter an allocation number from the ALA Nbr field to indicate where you want the
transaction to be allocated. Allocations numbers are set up for the employee on the ALA
Data panel (Payroll ~ Employee Information and Processes ~ Automatic Labor
Allocation) and correspond to a specific department, job number, or cost number. The
ALA # field is used only for posted allocations; not calculated allocations. Only the
specific automatic allocation numbers set up for the employee are available for their pay
entry.

If the pay group typically uses calculated allocations and you want to cancel the
calculation to default the entry to the home department, job number, or cost number, enter
1 in the field.

 For more information on setting up automatic allocations for an employee, see the
Employee Setup and Maintenance Guide.

12. From the Tax Freq field, enter the period of time on which payroll calculations are based
when the period differs from the regular pay frequency.

 You cannot select a value for both the Tax Freq field and for the Paycheck Tax
Frequency field.

13. From the Paycheck Tax Freq field, select the paycheck tax frequency that will be used
for all the pay entries with the same pay number.

 The Paycheck Tax Freq field is available only if the pay group has been set up for
proportionate labor distribution, or PLD, through the Autolink Basic Pay Group panel
(System Admin ~ Autolink Payroll Setup (Required) ~ Pay Group Options). If the PLD
Option check box is not selected on the Autolink Basic Pay Group panel, the Paycheck
Tax Frequency field does not display. For more information, see the Company Setup
and Maintenance Guide.

You cannot select a value for both the Tax Freq field and for the Paycheck Tax Freq
field.

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 Entering Pay Data Using Existing Employee Information 13-35

14. In the Other PD Begin/End Dates fields, if earnings from a prior pay period are being
paid in the current period, enter the other pay period begin date and other pay period end
date for the prior period.

1 5. I In the Total Hours Worked area, you can do the following:

• Pay Override - Enter the amount of hours you want to display as Total Hours
Worked. This amount is not used for calculating pay.

• Pay Block - Select this check box to exclude the total hours worked from the pay.
• Entry Override - Enter the amount of hours you want to display as Total Hours
Worked for a specific entry.

• Entry Block -Select this check box to exclude Total Hours Worked for a specific
entry.
16. From the Earn Code field, select the earnings type of the earnings entered. The
Description displays.

17. Enter the Hours worked in the selected pay period.

18. Enter the Earnings for the selected pay period.

If you want to add an additional earn code, click (Insert Row) and complete the

information for the new entry. If you want to delete an earn code, click
(Delete Row).

The following figure shows an example of a completed Hours/Earnings Detail panel.

For a description of the

fields on this tab, press
F1.

Figure 13-29. Hours/Earnings Detail Panel

19. When you have finished entering the detail information, click (Save).

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13-36 Entering Pay Data Using Existing Employee Information

20. Once you have completed the detail information for the pay entry, click (Close) to
return to the Hours/Earnings Summary panel.

 Based on the type of request you are creating, the Hours/Earnings Details panel displays
the appropriate information. For example, if you are creating a request for a pay group
that has job costing, the Job Number field will display, otherwise that particular field will
not be on the panel. If you are creating a request for a multi-jurisdictional pay group, a
Temporary Tax panel is available as part of the Detail group. For more information on the
Temporary Tax panel, see “Entering Temporary Tax Settings for a Multi-jurisdictional Pay
Group” on page 13-38.

21. When you have finished entering all the information for a pay entry, click (Save).

You have completed entering detail pay information for an employee. Next, you can enter
temporary cost number detail.

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 Entering Pay Data Using Existing Employee Information 13-37

Entering Temporary Cost Number Detail

Use the Temporary Cost Number Detail panel to select the segments and the values of
those segments that you want to use to allocate the labor distribution for the CheckMate
Entering Pay Data transaction.
Using Existing
Employee To enter temporary cost number detail information for a pay entry, do the following:
Information
1. Click the Temporary Cost Number Detail tab. The Temporary Cost Number Detail
Entering Hours and
Earnings
panel displays.
Information

Entering Detail Pay

 When entering pay data using existing employee information, you must start on the
Entry Information Hours/Earnings Detail panel. See page 13-33 for more information.

 Entering
Temporary Cost
Number Detail

Entering Temporary
Tax Settings for a
Multi-jurisdictional
Pay Group

Entering Temporary
Employer
Deductions for
Health Savings
Accounts

Figure 13-30. Temporary Cost Number Detail Panel

 For a description of the fields on this panel, press F1.

2. From the Value field, select the value you want to use for each segment of the temporary
cost number for the CheckMate transaction. The Description displays.

3. When you have finished entering the detail information, click (Save).

4. Once you have completed the temporary cost number detail information for thepay entry,

click (Close) to return to the Hours/Earnings Summary panel.

5. When you have finished entering all the information for a pay entry, click (Save).

You have completed entering temporary cost number detail. Next, enter temporary tax
settings for a multi-jurisdictional pay group.

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13-38 Entering Pay Data Using Existing Employee Information

Entering Temporary Tax Settings for a

Multi-jurisdictional Pay Group
If the pay group you are using for the request is a multi-jurisdictional pay group, you can
also enter temporary tax settings as part of the details for the pay data entry.
Entering Pay Data
Using Existing  The tax codes that are entered on the Temporary Tax Settings panel apply to the
Employee hours/earnings for the selected entry only. If you want the tax codes to apply to the entire
Information request, enter them as sample tax codes. For more information on how to do this, see
“Entering Data for a Request,” on page 13-42. Temporary tax settings are not permanently
Entering Hours and
Earnings saved to an employee’s information.
Information
To enter temporary tax settings for a request using a multi-jurisdictional pay group, do the
Entering Detail Pay following:
Entry Information

Entering Temporary 1. Click the Temporary Tax Setting tab. The Temporary Tax Setting panel displays.
Cost Number Detail

 Entering  When entering pay data using existing employee information, you must start on the
Temporary Tax Hours/Earnings Detail panel. See page 13-33 for more information.
Settings for a
Multi-jurisdictional
Pay Group
Entering Temporary
Employer
Deductions for
Health Savings
Accounts

Figure 13-31. Temporary Tax Setting Panel

 For a description of the fields on this panel, press F1.

2. Select temporary (Worked-in) State, SUI/SDI and/or Local tax codes you want to use
for the calculations in the Tax Codes (Worked In) area.

 The SUI/SDI codes for the pay group’s assigned states are available for selection.

3. Select temporary (Lived-In) State and/or Local codes you want to use for the
calculations in the Tax Codes (Lived-In) area.

4. Select the following the temporary tax status changes (Worked In) you want to use for
the calculations in the Tax Status Changes (Worked In) area.

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 Entering Pay Data Using Existing Employee Information 13-39

• Select E (Exempt) or C (Cancel) to temporarily block or cancel the block on state tax
calculations in the State Tax/Taxable field.

• Select E (Exempt) or C (Cancel) to temporarily block or cancel the block on Workers

Compensation tax calculations in the Workers Comp field.

• Select E (Exempt), C (Cancel), or R (Calculate Employer Paid) to temporarily block,

cancel the block, or tax the employer only for SUI/SDI calculations in the SUI/SDI
field.

• Select E (Exempt) or C (Cancel) to temporarily block or cancel the block on family

leave insurance in the Family Leave Ins field.

 The Family Leave Ins field is only available for New Jersey SUI/SDI codes 01 and
21.

• Select E (Exempt) or C (Cancel) to temporarily block or cancel the block on local

tax calculations in the Local Tax/Taxable field.
5. Select the following the temporary tax status changes (Lived-In) you want to use for the
calculations in the Tax Status Changes (Lived-In) area:

• Select E (Exempt) or C (Cancel) to temporarily block or cancel the block on state tax
calculations in the State Tax/Taxable field.

• Select E (Exempt) or C (Cancel) to temporarily block or cancel the block on local

tax calculations in the Local field.
6. Enter a school district tax code in the School District field.

7. Select the temporary federal tax status changes you want to use for the calculations in the
Federal Tax Status Changes area:

• Select E (Exempt) or C (Cancel) to temporarily block or cancel the block on federal

tax calculations in the Federal Tax/Taxable field.

• Select E (Exempt) or C (Cancel) to temporarily block or cancel the block on FUTA

tax calculations in the FUTA Tax/Taxable field.

• Select E (Exempt), C (Cancel), or R (Calculate Employer Paid Social Security) to

temporarily block, cancel the block, or calculate employer paid only for social
security tax calculations in the Soc Sec Tax/Taxable field.

• Select E (Exempt), C (Cancel), or R (Calculate Employer Paid Social Security) to

temporarily block or cancel the block on Medicare tax calculations in the Medicare
Only EE field.

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13-40 Entering Pay Data Using Existing Employee Information

The following figure shows an example of a completed Temporary Tax Settings

panel.

For a description of the

fields on this tab, press
F1.

Figure 13-32. Temporary Tax Settings Panel

8. When you have finished entering the temporary tax settings, click (Close) to return
to the Hours/Earnings Summary panel.

You have finished entering the temporary tax settings for a multi-jurisdictional pay group
calculation. Next, you can enter temporary employer deductions for health saving accounts.

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 Entering Pay Data Using Existing Employee Information 13-41

Entering Temporary Employer Deductions for

Health Savings Accounts
The Temporary Deductions panel will be available only if you are using the health savings
account (HSA) feature. From this panel, you can either temporarily block an employer HSA
Entering Pay Data contribution, or you can add a one-time employer HSA contribution.
Using Existing
Employee To enter or block temporary deductions for employer HSA contributions, do the following:
Information
1. Click the Temporary Deductions tab. The Temporary Deductions panel displays.
Entering Hours and
Earnings
Information

Entering Detail Pay

Entry Information

Entering Temporary
Cost Number Detail

Entering Temporary
Tax Settings for a
Multi-jurisdictional
Pay Group

 Entering
Temporary
Employer
Deductions for
Health Savings
Accounts

Figure 13-33. Temporary Deductions Panel

 For a description of the fields on this tab, press F1.

2. View the Pay Number which displays the pay number for the individual employee.

3. View the Entry Number which is used to track the number of entries associated with
each pay number for an employee. This number is generated by ADP Enterprise HR.

4. Select the Block Employer HSA Contribution check box if you want to block the
employer HSA contribution for the current payroll only.

5. Enter an amount in the Employer Onetime HSA Amount field if you want to adjust the
employer HSA contribution by the amount entered. This amount is added to the existing
contribution for the current payroll only.

You have finished entering pay data using existing employee information.

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13-42 Entering Data for a Request

Entering Data for a Request

There are situations where employees might want to know the effect of specific changes to
their information without permanently changing that information. For example, they might
want to know the effects of:

• Changing their filing status from single to married or married to single

• Transferring to another city or state
• Increasing their number of exemptions because of a new child
• Getting a pay increase or starting work on a different shift
• Adding, changing, or dropping a benefit or other deduction
Creating a request using sample employee information allows you to change any or all of an
existing employee’s tax, deduction, or prior balances information to create a calculation.
The changes you make to the employee’s information are strictly temporary. Nothing is
posted to the employee’s masterfile information until you post an adjustment and change the
employee’s information through ADP Enterprise HR. Any employee information that you
elect not to enter sample codes for is pulled from the last payroll processing.

 Information is pulled from the employee’s tax data record as of the last payroll processing for
an existing employee or the new tax data record for a new hire.

This section describes the various types of sample information you can enter for a pay entry
and the tasks you perform. This section describes:

• Modifying Employee Federal Tax Information for a Request

• Modifying an Employee’s State (Worked-in) Tax Information for a Calculation
• Modifying an Employee’s State (Lived In) Tax Information for a Calculation
• Modifying an Employee’s Local Tax Information for a Calculation
• Modifying an Employee’s Deduction Information for a Calculation
• Modifying an Employee’s Prior Balances Information for a Calculation
• Entering Sample General Information for a Calculation
 Values entered for a sample calculation are not permanent changes but do apply to all
paychecks calculated for the employee. With the exception of entering the sample
information, requests using existing employee information and sample employee information
are created in the same way. For information on tasks other than entering sample
information, see the following:

“Entering Hours and Earnings Information,” on page 13-30.

“Entering Detail Pay Entry Information,” on page 13-33.

“Entering Temporary Tax Settings for a Multi-jurisdictional Pay Group,” on page 13-38.

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 Entering Data for a Request 13-43

Modifying Employee Federal Tax Information for a

Request
To enter sample federal tax information, do the following:

Entering Data for a 1. Create your request using Modify employee info as the Calculation Type.
Request
 Modifying
 For more information on creating a request, see “Creating a Request for Pay
Calculations,” on page 13-13.
Employee Federal
Tax Information
for a Request
2. Once you have finished defining your request, save and exit the Request task.
Modifying an 3. From the Task Manager, make the following selections:
Employee’s State
(Worked-in) Tax
Information for a
Calculation Payroll Cycle ~ Post Payroll Processing ~ CheckMate

Modifying an
Employee’s State
(Lived In) Tax 4. Double-click the Enter/Submit Checks task. The Search dialog box displays.
Information for a
Calculation

Modifying an
Employee’s Local
Tax Information for
a Calculation
Modifying an
Employee’s
Deduction
Information for a Figure 13-34. Search Dialog Box
Calculation

Modifying an
5. Enter the request description in the Request Description field and click OK. The search
Employee’s Prior results display.
Balances
Information for a
Calculation

Entering Sample
General
Information for a
Calculation

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13-44 Entering Data for a Request

6 . Double-click the request you want to use. The Hours/Earnings Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-35. Hours/Earnings Summary Panel (Sample)

7. Enter the hours and earnings information for an employee (as described in “Entering
Hours and Earnings Information,” on page 13-30).

8. Click the Sample Data link for the entry. The Federal panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-36. Federal Panel

 The values that appear on this panel are pulled from the employee’s tax data record as
of the last payroll processing for an existing employee or, for a new hire, the new tax data
record.

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 Entering Data for a Request 13-45

9 . Select or enter the following sample federal tax data you want to use for the calculations:

• Select a filing status from the Filing Status field. The following options are
available:

– M (Married)
– S (Single)
• Enter the number of exemptions in the Exemptions field.
• Enter additional withholding dollar amounts or a percentage amount in the Addl
WH$ or % field. You are allowed to enter one or the other but not both.

• Select a calculation option for federal tax calculations in the Do Not Calculate
Federal field. The following options are available:

– B - Block federal tax calculation/FUTA taxable, block federal tax calculation,

block FUTA taxable, and cancel federal tax/taxable block

– E - Block federal tax calculation/federal taxable, cancel FUTA taxable block, and
cancel federal tax block

– N - Block federal tax/taxable and FUTA taxable, block federal tax/taxable, block
FUTA taxable, and cancel federal tax block

– T - Block FUTA taxable and cancel federal tax block

– X - Block federal tax calculation and cancel FUTA taxable
• Select a calculation option for Social Security and Medicaid in the Do Not Calculate
Soc Sec/Med field. The following options are available:

– X - Block Social Security and Medicare tax calculation

– M - Medicare employee only, block Social Security
• Select the Reverse Fringe Benefit Taxibility check box to cancel or override any
fringe benefit taxation.

• Select an Earned Income Credit (EIC) status in the Earned Income Credit Status
field. The following options are available:

– M - Married, both spouses filing

– N - Not applicable
– S - Single, Head of House, Widow(er)
– W - Married, one filing
• Enter a calendar year for the year that the EIC status is valid for in the Calendar
Year field.

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13-46 Entering Data for a Request

1 0. Enter the amount the employee receives for a meal in the Meal Factor field.

11. Enter the tip amount received by an employee each hour in the Tip Factor field.

The following figure shows an example of a completed Federal panel.

For a description of the

fields on this tab, press
F1.

Figure 13-37. Federal Panel

You have just completed a sample data federal tax panel. Next, modify an employee’s state
worked-in tax information.

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 Entering Data for a Request 13-47

Modifying an Employee’s State (Worked-in) Tax

Information for a Calculation
To enter sample state (worked in) tax information, do the following:

Entering Data for a 1. Click the State - Worked In tab. The State - Worked In panel displays.
Request
Modifying Employee
 When entering data for a request, you must start on the Federal panel. See page 13-44
Federal Tax for more information.
Information for a
Request

 Modifying an
Employee’s State
(Worked-in) Tax
Information for a
Calculation
Modifying an
Employee’s State
(Lived In) Tax
Information for a
Calculation

Modifying an
Employee’s Local
Tax Information for a
Calculation

Modifying an
Employee’s
Deduction
Information for a
Figure 13-38. State - Worked In Panel
Calculation

Modifying an
Employee’s Prior
 For a description of the fields on this panel, press F1.
Balances
Information for a 2. Select or enter the following sample state (worked in) tax data you want to use for the
Calculation calculations in the Worked In area:
Entering Sample
General Information • Select a state code in the State field for the state that the employee worked in.
for a Calculation
 If the selected state does not withhold taxes the applicable fields are unavailable.

If the selected state is Connecticut (CT), New Jersey (NJ), or Vermont (VT), the
Withholding Table field is available.

If the state selected is Connecticut (CT) or Louisiana (LA) and there is no defaulted
value in the Addl W/H $ or % field and Reduced W/H $, you can enter a value but
there is a defaulted value in Addl W/H $ or % or Reduced W/H, the fields are
unavailable.

• Enter additional filing information to use in computing the state withholding tax.
Select a filing status for the selected state in the Filing Status field. Only those
statuses appropriate for the selected state are available.

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13-48 Entering Data for a Request

• Enter the number or dollar amount of exemptions claimed for state taxes in the
Exemptions or Exempt Dollars fields. You can enter a number or dollar amount,
but not both.

 The Exempt dollars field is available to all states with the exceptions of Connecticut
(CT) and New Jersey (NJ).

• Enter additional withholding dollar amounts or a percentage amount in the Addl

WH$ or % field. You are allowed to enter one or the other but not both.
3. From the SUI/SDI area, do the following:

• Select a SUI/SDI code to use for calculating SUI taxes.

 If the selected state does not withhold disability/unemployment insurance, this field is
unavailable.

• Select a code to indicate the cancellation of SUI tax and/or taxable calculations in the
Do not Calculate field. The following options are available:

– 9 - Calculate SDI taxable, block tax

– X - Block SUI tax calculation
– T - Block SUI taxable calculation
– B - Block SUI tax/taxable calculation
• From the Family Leave Ins field, select Exempt if you want to exempt family leave
insurance.

 The Family Leave Ins field is only available for New Jersey SUI/SDI codes 01 and
21.

4. Select or enter the specific state tax data that you want to use for the calculations from
the State Specific area:

 The following values apply only for the specific state indicated. If the selected state is not
as indicated in the description, the field is unavailable.

• The Withholding Table field is available only if the selected state is New Jersey. If
New Jersey, enter additional filing information to compute the state withholding tax
in the Withholding Table field.

• The Filing Status field is available only if the selected state is Connecticut. If
Connecticut, select the reduced state withholding information in the Filing Status
field.

• Enter a reduced withholding dollar amount in the Reduced W/H $ field. The
Reduced W/H field is available only if the selected state is Connecticut (CT) or
Louisiana (LA).

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 Entering Data for a Request 13-49

• You can exempt or cancel the Workers Compensation calculation for an employee
using the Workers Comp Block field. Select an option to either cancel the Workers
Compensation tax or to exempt the employee from the tax.

– E - Exempt employee from tax

– N - Cancel tax for this calculation
• If the selected state is Maryland, enter the Maryland County percent for tax
calculation in the MD County Percent Code field.

• If the selected state is Maryland, click the Block MD % check box to block the
Maryland County percent tax calculation.

• If the selected state is Puerto Rico, select the Do Not Calc PR Allowance check box
to calculate the taxes without the allowances.
5. Enter the reciprocity options you want for the calculations. You can enter a percentage
for an employee who was a non-resident of the state in the Non-Resident % field. If the
selected pay group has reciprocity activated, you can enter a valid reciprocity code in the
Reciprocity field.

6. Select a code from the Override field to indicate the method of taxation which
incorporates worked in and lived in tax logic. Valid values are 1–4.

 This field is grayed and unavailable if the pay group does not have reciprocity selected.

The following figure shows an example of a completed State - Worked In panel.

For a description of the

fields on this tab, press
F1.

Figure 13-39. State - Worked In Panel

You have just completed a sample data state - worked in tax panel. Next, modify an
employee’s state - lived in tax information.

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Payroll Processing Guide
13-50 Entering Data for a Request

Modifying an Employee’s State (Lived In) Tax

Information for a Calculation
To enter sample state (lived in) tax information, do the following:

Entering Data for a 1. Click the State - Lived In tab. The State - Lived In panel displays.
Request
Modifying
 When entering data for a request, you must start on the Federal panel. See page 13-44
Employee Federal for more information.
Tax Information for
a Request

Modifying an
Employee’s State
(Worked-in) Tax
Information for a
Calculation

 Modifying an
Employee’s State
(Lived In) Tax
Information for a
Calculation

Modifying an
Employee’s Local
Tax Information for
a Calculation
Modifying an
Employee’s
Deduction
Information for a Figure 13-40. State - Lived In Panel
Calculation

Modifying an
Employee’s Prior
 For a description of the fields on this panel, press F1.
Balances
Information for a  If the selected pay group does not have reciprocity activated (System Admin ~ Autolink
Calculation Payroll (Required) ~ Pay Groups ~ Pay Group Options ~ Autolink Controls), the fields in
the Lived In area are unavailable.
Entering Sample
General
2. From the Lived In area, select or enter the following sample state (lived in) tax data you
Information for a
Calculation want to use for the calculations:

• Select a state code for the state that the employee worked in from the State field.
 If the selected state does not withhold taxes the applicable fields are unavailable.

If the selected state is Connecticut (CT), New Jersey (NJ), or Vermont (VT), the
Withholding Table field is available.

If the state selected is Connecticut (CT) or Louisiana (LA) and there is no defaulted
value in the Addl W/H $ or % field and Reduced W/H $, you can enter a value but
there is a defaulted value in Addl W/H $ or % or Reduced W/H, the fields are
unavailable.

• Select a filing status for the selected state in the Filing Status field. Only those
statuses appropriate for the selected state are available.

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Payroll Processing Guide
 Entering Data for a Request 13-51

• Enter the number or dollar amount of exemptions claimed for state taxes in the
Exemptions or Exempt Dollars fields. You can enter a number or dollar amount,
but not both.

 The Exempt dollars field is available to all states with the exceptions of Connecticut
(CT) and New Jersey (NJ).

• Enter additional withholding dollar amounts or a percentage amount in the Addl

WH$ or % field. You are allowed to enter one or the other but not both.

• Select a code to indicate the cancellation of SUI tax and/or taxable calculations in the
Do not Calculate field.
3. From the State Specific area, select or enter the following sample for specific state tax
data that you want to use for the calculations:

 The following values apply only for the specific state indicated. If the selected state is not
as indicated in the description, the field is unavailable.

• If the selected state is New Jersey or Vermont, the field is labeled Withholding
Table. Enter enter additional filing information to compute the state withholding tax
in the Withholding Table field. If the selected state is Connecticut, the field is
labeled Filing Status from which you can select withholding information.

• If the selected state is Connecticut (CT) or Louisiana (LA), enter a reduced

withholding dollar amount in the Reduced W/H $ field.
The following figure shows a completed State - Lived In panel.

For a description of the

fields on this tab, press
F1.

Figure 13-41. State - Lived In Panel

You have just completed a sample data state - lived in tax panel. Next, modify an employee’s
local tax information.

Chapter 13: Performing Pay Calculations Using CheckMate

Payroll Processing Guide
13-52 Entering Data for a Request

Modifying an Employee’s Local Tax Information for

a Calculation
To enter sample local tax information, do the following:

Entering Data for a 1. Click the Local tab. The Local panel displays.
Request
Modifying
 When entering data for a request, you must start on the Federal panel. See page 13-44
Employee Federal for more information.
Tax Information for
a Request

Modifying an
Employee’s State
(Worked-in) Tax
Information for a
Calculation

Modifying an
Employee’s State
(Lived In) Tax
Information for a
Calculation

 Modifying an
Employee’s Local
Tax Information
for a Calculation
Modifying an
Employee’s
Deduction
Information for a
Calculation
Figure 13-42. Local Panel

Modifying an
Employee’s Prior
 For a description of the fields on this panel, press F1.
Balances
Information for a 2. From the Worked In area, select the following sample local (worked in) tax data you
Calculation want to use for the calculations:
Entering Sample
General • Select the local tax code from the Local field that you want to use for the
Information for a calculations.
Calculation
• Enter the number of exemptions you want to use for the local tax calculations in the
Exemptions field.

• Enter additional withholding dollar amounts or a percentage amount in the Addl

WH$ or % field. You are allowed to enter one or the other but not both.

• Enter a percentage for an employee who was a non-resident of the locality in the
Non-Resident % field.

• Indicate month in which this local tax was taken in the CO Local Taken In field.
 This field is unavailable unless the local tax code is Colorado.

• Select a code to indicate the cancellation of SUI tax and/or taxable calculations in the
Do not Calculate field.

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Payroll Processing Guide
 Entering Data for a Request 13-53

3. From the Lived In area, select the following sample local (lived in) tax data you want to
use for the calculations:

 If the selected pay group does not have reciprocity activated, the Lived In area and its
fields are unavailable.

• Select the local tax code from the Local field that want to use for the calculations.
• Enter the number of exemptions you want to use for the local tax calculations in the
Exemptions field.

• Enter additional withholding dollar amounts or a percentage amount in the Addl

WH$ or % field. You are allowed to enter one or the other but not both.

• Enter a percentage for an employee who was a non-resident of the locality in the
Non-Resident % field.

• Indicate month in which this local tax was taken in the CO Local Taken In field.
 This field is unavailable unless the local tax code is Colorado.

• Select a code to indicate the cancellation of SUI tax and/or taxable calculations in the
Do not Calc field.
4. From the School District area, do the following:

• Enter a school district tax code in the School District field.

 If the selected state is not Ohio, this field is unavailable.

• Select a code in the Do not Calculate field to indicate that the school district tax
should not apply for this calculation.
5. From the Services area, select a tax code for Pennsylvania local services.

• Tax 1 or Tax 2 - Select a Pennsylvania local services tax code for withholding
Pennsylvania local services tax. This field is available only if either the Worked In
or Lived In Local tax code is 59 (PA).

• Status - Select a status for the local services tax code. This field remains grayed until
a tax code is entered. Status options include the following:

– C - Cancel Exemption - Select this option to cancel an existing exemption.

– E - Exempt - Select this option to exempt the tax for the year specified.
– N - Not Applicable - Indicates that there is no tax status.
• Year - From this field, enter the exemption year for the code. This field is grayed
when the status is C - Cancel Exemption or N- Not Applicable.

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Payroll Processing Guide
13-54 Entering Data for a Request

The following figure shows a completed Local panel.

For a description of the

fields on this tab, press
F1.

Figure 13-43. Local Panel

You have just completed a sample data local tax panel. Next, modify an employee’s
deduction information for a calculation.

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Payroll Processing Guide
 Entering Data for a Request 13-55

Modifying an Employee’s Deduction Information

for a Calculation
To enter sample deduction information, do the following:

Entering Data for a 1. Click the Deductions tab. The Deductions panel displays.
Request
Modifying
 When entering data for a request, you must start on the Federal panel. See page 13-44
Employee Federal for more information.
Tax Information for
a Request

Modifying an
Employee’s State
(Worked-in) Tax
Information for a
Calculation

Modifying an
Employee’s State
(Lived In) Tax
Information for a
Calculation

Modifying an
Employee’s Local
Tax Information for
a Calculation

 Modifying an
Employee’s
Deduction
Information for a
Figure 13-44. Deductions Panel
Calculation

Modifying an
Employee’s Prior
 For a description of the fields on this panel, press F1.
Balances
Information for a
2. Select a deduction code from the Code field.
Calculation

Entering Sample
 You can select from any deduction set up for the selected pay group.
General
Information for a 3. Depending on how the deduction is set up, enter an amount in the Amount field or a
Calculation percentage in the Percentage field.

4. Click (Insert Row) to add additional deductions for your calculations.

 Deductions include General, Lien, and Court Ordered for new hires. All deductions,
including benefit deductions, will be displayed for existing employees.

You have just completed a deduction information for a calculation panel. Next, modify an
employee’s prior balances information for a calculation.

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Payroll Processing Guide
13-56 Entering Data for a Request

Modifying an Employee’s Prior Balances

Information for a Calculation
Prior balances are taxable wages and taxes that have been previously paid to and withheld
from an employee. These balances could be for a new hire or possibly due to an acquisition
Entering Data for a where it has been determined by the type of acquisition that the employer may consider the
Request “prior” wages in the calculation of the current taxes. Typically, you will enter both the
Modifying taxable wages that have been previously earned and the related taxes that have been paid.
Employee Federal
Tax Information for To enter sample prior balances information, do the following:
a Request

Modifying an 1. Click the Prior Balances tab. The Prior Balances panel displays.
Employee’s State
(Worked-in) Tax  When entering data for a request, you must start on the Federal panel. See page 13-44
Information for a for more information.
Calculation

Modifying an
Employee’s State
(Lived In) Tax
Information for a
Calculation

Modifying an
Employee’s Local
Tax Information for
a Calculation

Modifying an
Employee’s
Deduction
Information for a
Calculation

 Modifying an
Employee’s Prior
Balances
Information for a
Calculation

Entering Sample
Figure 13-45. Prior Balances Panel
General
Information for a  For a description of the fields on this panel, press F1.
Calculation
2. From the Prior Wages area, do the following:

• Enter the prior year-to-date amount for FICA in the FICA (SS+Medicare) field.
• Enter the prior year-to-date amount for Medicare in the Medicare (only) field.
• Enter the prior year-to-date amount for SUI taxes in the SUI field.
• Enter the prior year-to-date amount for local worked in taxes in the Local (Worked
in) field.

• Enter the prior year-to-date amount for local lived in taxes in the Local (Lived in)
field.

 You can enter an amount for either FICA (SS+Medicare) or Medicare (only) but not
both.

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Payroll Processing Guide
 Entering Data for a Request 13-57

3. In the Prior Taxes/Credits area, do the following

• Enter the prior year-to-date amount that for FICA in the FICA (SS+Medicare) field.
• Enter the prior year-to-date amount for Medicare in the Medicare (only) field.
• Enter the prior year-to-date SUI taxes in the SUI field.
• Enter the prior year-to-date amount in the Earned Income Credit field.
4. In the Prior Deferred Compensation area, enter the type of deferred compensation and
an amount in the Type and Contributions fields.

5. In the Prior SUI Tax Code area, select a state code from the State field for prior SUI
taxes.

6. In the Prior Pennsylvania Local Services Tax area, select a Pennsylvania local services
tax code from the LST 1 field, and enter the prior year-to-date amount.

7. In the Prior Pennsylvania Local Services Tax area, select another Pennsylvania local
services tax code from the LST 2 field, and enter the prior year-to-date amount.

The following figure shows a completed Prior Balances panel.

For a description of the

fields on this tab, press
F1.

Figure 13-46. Prior Balances Panel

You have finished entering the prior balances for a sample pay entry. Next, modify an
employee’s general information for a calculation.

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Payroll Processing Guide
13-58 Entering Data for a Request

Entering Sample General Information for a

Calculation
You can enter FLSA, Home Department Number, and Cost Number information on the
General panel that doesn’t currently exist in an employee’s masterfile information.
Entering Data for a
Request To enter sample masterfile information, do the following:
Modifying
1. Click the General tab. The General panel displays.
Employee Federal
Tax Information for
a Request  When entering data for a request, you must start on the Federal panel. See page 13-44
Modifying an for more information.
Employee’s State
(Worked-in) Tax
Information for a
Calculation

Modifying an
Employee’s State
(Lived In) Tax
Information for a
Calculation

Modifying an
Employee’s Local
Tax Information for
a Calculation

Modifying an
Employee’s
Deduction
Information for a
Calculation
Modifying an
Employee’s Prior
Figure 13-47. General Panel
Balances
Information for a
Calculation  For a description of the fields on this panel, press F1.
 Entering Sample 2. Select the FLSA Overtime check box to calculate the overtime pay in the sample using
General
Information for a FLSA routines.
Calculation
 For the FLSA Overtime check box to be available, the FLSA Overtime check box must
be selected on the Autolink Controls panel (System Admin ~ Autolink Payroll Setup
(Required) ~ Pay Groups ~ Pay Group Options). For more information, see the Company
Setup and Maintenance Guide.

3. In the Home Department Number field, select the department number to be used for
the entry.

4. In the Home Cost Number field, select the cost number to be used for the entry.

You have finished entering the general information for a pay entry. This is the last task in
entering sample information for your calculations.

Chapter 13: Performing Pay Calculations Using CheckMate

Payroll Processing Guide
 Entering Hours/Earnings Using Hypothetical Employee Information 13-59

Entering Hours/Earnings Using Hypothetical

Employee Information

You may want to create calculations based on employees whose information is not on ADP
Enterprise HR or that doesn’t exist. CheckMate allows you to create these calculations based
on the tax and deduction information you specify. Since these calculations are based on a
non-existent employee, you cannot print checks or post adjustments using the results.

To create a request for pay calculations, do the following:

1. Define your request using With hypothetical employee info as the Calculation Type, and
save your request.

 For more information on creating a request, see “Creating a Request for Pay
Calculations,” on page 13-13. You can enter up to 50 hypothetical employees per
request. You cannot use data defaults for this type of request.

2. Click Payroll and make the following selections:

Payroll Cycle ~ Post Payroll Processing ~ CheckMate

3. Double-click the Enter/Submit Checks task. The Search dialog box displays.

Figure 13-48. Search Dialog Box

4. Enter the request description in the Request Description field and click OK. The search
results display.

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Payroll Processing Guide
13-60 Entering Hours/Earnings Using Hypothetical Employee Information

5. Double-click the request you want to update. The Hours/Earnings Summary panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 13-49. Hours/Earnings Summary (Hypothetical Employee) Panel

Figure 13-49 shows an entry where the Perform Gross Up check box was selected with
a calculation type of With hypothetcial employee from the Request Description panel
(see “Creating a Request” on page 13-13 for more information). The Hours/Earnings
Summary panel using that option includes a Net Amount and Amount Cd field. For
more information on gross up calculations, see “Entering Earnings for Gross Up
Calculations,” on page 13-62.

6. Enter a description in the Employee Descr field regarding the hypothetical employee.

7. Enter or select a pay number in the Pay # field.

 If you select a pay number used for a previous entry for the employee, a message
displays.

8. Enter the regular hours, overtime hours, regular earnings, and/or overtime earnings to use
for the calculation.

 The values for the Regular and Overtime Hours field can range from -40,500 to 99999.

Using the Details link, you may also want to enter detail information for the pay entry. For
more information, see “Entering Detail Pay Entry Information,” on page 13-33.

9. Click the Sample Data link to enter the tax, deduction, and prior balance information for
the hypothetical employee.

 For more information on entering sample tax, deduction, and prior balances information,
see “Entering Data for a Request” on page 13-42.

10. If you want to add an additional entry click (Insert Row) and complete the
information for the new entry.

11. When you have finished entering all the information, click (Save).

Chapter 13: Performing Pay Calculations Using CheckMate

Payroll Processing Guide
 Entering Hours/Earnings Using Hypothetical Employee Information 13-61

12. Once you have all the pay data entry information entered in the Hours/Earnings
Summary panel and have completed all other information that applies, click Calculate,
which starts the process of communicating with AutoPay.

 If you are using hypothetical employee’s for your calculation, you must select a State or
SUI/SDI code for each hypothetical employee. If one or more employee’s do not have a
State or SUI/SDI code selected, you will receive a message.

You will receive a message notifying you that your process has been submitted.

You can use the Request Summary panel (Payroll ~ Post Payroll Processing ~ CheckMate
~ Request Summary) to monitor the status of your request. For more information on
using the Request Summary panel, see “Using the Request Summary,” on page 13-70.

13. To confirm successful completion of your process, use the Process Monitor. For step by
step instructions, see the Application Administrator’s Guide.

You have finished entering your information for a hypothetical employee. For information
on using the results, see “Using the Results of a Request” on page 13-93.

Chapter 13: Performing Pay Calculations Using CheckMate

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13-62 Entering Earnings for Gross Up Calculations

Entering Earnings for Gross Up Calculations

A gross-up is a transaction in which you create a check for an employee for an exact net
amount and the taxes and subsequent gross pay calculated as part of your request. You can
create a request that performs a net pay to gross pay calculation by selecting Perform Gross
Up as the calculation type for the request (Payroll ~ Post Payroll Cycle ~ CheckMate ~
Request Description).

If you have selected the Perform Gross Up check box, you enter a net amount and amount
code in addition to regular and overtime hours. The amount code is used as the earnings
code for the calculated gross wages. The calculations are based on the amount you enter.

To create a gross up calculation, do the following:

1. Define your request (as described in “Creating a Request for Pay Calculations”
on page 13-13) selecting Perform Gross Up as the Calculation Type, and save your
request.

 When you select this option, the Data Default group is not available for use.

2. Click Payroll and make the following selections:

Payroll Cycle ~ Post Payroll Processing ~ CheckMate

3. Double-click the Enter/Submit Checks task. The Search dialog box displays.

Figure 13-50. Search Dialog Box

4. Enter the request description in the Request Description field and click OK. The search
results display.

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 Entering Earnings for Gross Up Calculations 13-63

5. Double-click the request you want to use. The Hours/Earnings Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-51. Hours/Earnings Summary (Gross-up) Panel

6. Select a file number for an employee in the File # field. The employee name displays in
the Name field.

 The Name field populates based on the file number you select.

Although you are allowed to proceed if you select a deceased or terminated employee,
you will receive a warning message.

7. Enter or select a pay number for the pay entry in the Pay # field.

 If you select a pay number used for a previous entry for the employee, a message
displays. Only X is valid for the pay number for a gross-up calculation.

8. Enter the regular hours, overtime hours, amount code, and net amount for your gross up
calculations.

 Entering regular and overtime hours is optional. Using the Detail link, you may also want
to enter detail information for the pay entry. You can only enter additional earning codes
that allow hours. The Earnings field is unavailable. For more information, see “Entering
Detail Pay Entry Information,” on page 13-33.

9. If you want to add an additional entries, click (Insert Row) and complete the
information for the new entry.

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Payroll Processing Guide
13-64 Entering Earnings for Gross Up Calculations

1 0. When you have finished entering all the information, click (Save).

11. Once you have all the pay data entry information entered in the Hours/Earnings panel and
have completed all other information that applies, click Calculate.

Clicking Calculate starts the process of communicating with AutoPay to calculate

results for the request. You will receive a message notifying you that your process has
been submitted.

You can use the Request Summary panel (Payroll ~ Post Payroll Processing ~ CheckMate
~ Request Summary) to monitor the status of your request. For more information on
using the Request Summary panel, see “Using the Request Summary,” on page 13-70.

To confirm successful completion of your process, click (Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You have finished entering the basic pay data information for a net to gross or gross up
calculation.

Chapter 13: Performing Pay Calculations Using CheckMate

Payroll Processing Guide
 Using Message Notification To Monitor Checkmate Requests 13-65

Using Message Notification To Monitor

Checkmate Requests

If your company is set up to use message notification, you can send and receive CheckMate
calculations to and from AutoPay.

 CheckMate request can be sent either though message notification or CommServer,

depending on how your company is set up. The method of CheckMate requests described in
this section is in addition to and not in replacement of the method described in ““Using the
Request Summary” on page 13-70 and “Using the Results of a Request” on page 13-93. You
may use whichever method or a combination of methods suits your purposes if you are set
up for message notification. If your company uses CommServer, the following described
method does not apply to you.

Message notification is available only for hosted clients. For information on setting up
message notification and using message notification, see the Application Administrator's
Guide. For information on using message notification, see the Using ADP HR Enterprise.

Once your request is ready (regardless of the type of request), click Calculate to send the
request to AutoPay.

Each CheckMate transaction is treated as a separate request to AutoPay. You can verify by
clicking on the Message Notification icon to open the Message Monitor and locating the
appropriate CheckMate Processing Notice.

To monitor a CheckMate request using message notification, do the following:

1. Create your request as described in “Creating a Request for Pay Calculations”

on page 13-13.

2. Click Calculate to send the request to AutoPay.

The Message Notification icon indicates when the CheckMate Processing Notice is
received .

3. Click (Message Notification). The Message Monitor panel displays.

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13-66 Using Message Notification To Monitor Checkmate Requests

 There are several ways to filter data displayed in the Message Monitor. For example, you
can display by a range of dates, roles, types, and so forth. For more information on
selecting search criteria to displays specific messages, see the Application
Administrator’s Guide.

For a description of the

fields on this tab, press
F1.

Figure 13-52. Message Monitor

4. Click the appropriate CheckMate Processing Notice. The Notice panel displays.

For a description of the

fields on this tab, press
F1.

Figure 13-53. Notice Panel

5. Follow the instructions contained within the Information field.

You have finished monitoring Checkmate requests using message notification.

Chapter 13: Performing Pay Calculations Using CheckMate

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 Preloading Employee Pay Data Information 13-67

Preloading Employee Pay Data Information

ADP Enterprise HR allows you to preload data into the Hours/Earnings panel for a request.
This feature provides a quick means of loading data. For example, you might want to load
all of the employees from a group of departments or the same location into a request.

You can set up a preload that is based on a field, fields, or conditions. To preload a group of
employees into a request, do the following:

1. Click Payroll and make the following selections:

Post Payroll Cycle ~ CheckMate

2. Double-click the Preload Employees task. The Search dialog box displays.

Figure 13-54. Search Dialog Box

3. Enter the request description in the Request Description field and click OK. The search
results display.

4. Double-click the request you want to use. The Preload Employees panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-55. Preload Employees Panel

 For illustration purposes, the following steps cover preloading data using department ID.

Chapter 13: Performing Pay Calculations Using CheckMate

Payroll Processing Guide
13-68 Preloading Employee Pay Data Information

5. Select Dept ID from the Field Name field.

6. Select a department number in the from From field.

To preload employees from a single department, you simply select a department from
the From field.

7. Select a department from the To field.

 You can also use the Operator field to define AND/OR statements when specifying
employees to preload. For example, you can preload from Dept ID 6000 to 6100 or File
Number 1250 to 2250, and Job Code from 2300 to 2500.

8. In the Preload Only area, select one of the following:

• Select Hourly Employees to preload only hourly employees.

 If you leave this unchecked, Autolink preloads for both hourly and salaried
employees.

• Select Active Employees to preload only active employees.

 If you leave this unchecked, Autolink preloads for all employees, including those that
are terminated, deceased, and so forth.

• Select Future Hires/Rehires to preload only future or rehired employees.

9. Select the pay number for the pay period from the Pay Number field.

10. Select Exclude Future Hires/Rehires to exclude future hires and rehires from the
preload. Selecting this check box is valid only if you’re preloading all, hourly, or active
employees. If you have selected (Preload Only) Future Hires/Rehires, this check box
is not available.

The following figure shows an example of a completed Preload Employees panel.

For a description of the

fields on this tab, press
F1.

Figure 13-56. Preload Employees

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 Preloading Employee Pay Data Information 13-69

11. Click (Save) to save the preload definition.

When you access the Hours/Earnings Summary panel (Payroll ~ Post Payroll Cycle ~
CheckMate ~ Enter/Submit Checks) using the request ID, the Hours/Earnings panel is
populated with the preloaded employee information based on your selection criteria.

You’ve completed preloading employee pay data into a request.

Chapter 13: Performing Pay Calculations Using CheckMate

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13-70 Using the Request Summary

Using the Request Summary

The Request Summary panel displays the statuses of requests that have been created. The
request statuses communicate the extent to which a request has been processed. You can use
the Request Summary panel to monitor the progress of a request, access information related
to the request, and delete the request from ADP Enterprise HR.

You can use the request summary to do the following tasks:

• Accessing Request Information

• Deleting a Request
• Recalculating a Complete with Errors Result

Accessing the Request Summary

To access the Request Summary panel, do the following:

Using the Request 1. Click Payroll and make the following selections:
Summary
 Accessing the Post Payroll Cycle ~ CheckMate
Request Summary

Accessing Request
Information 2. Click the Manage Requests task. The Request Summary panel displays.
Deleting a Request

Recalculating a
Complete with
Errors Result

Figure 13-57. Request Summary Panel

 For a description of the fields on this panel, press F1.

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The Request Summary panel displays the summaries for the requests based on the criteria
you entered in the Search dialog box. The requests listed above are based on the profile
ID (operator ID). Requests remain in the Request Summary until you have processed
them or manually deleted them.

3. Click Show All Requests to display the statuses of all requests you have pay group
access to.

Once all the requests are displayed, click Show My Request to return to a display of only
those requests you have created.

4. Click Refresh to update the Request Summary panel. Newly created requests or requests
with a changed status display.

5. Click the heading of a column to sort the requests.

 By default, the Request Summary is sorted by the Date Requested field.

6. Review the following information on the Request Summary panel:

• Date Request - Displays the date and time that the request was created. By default,
the panel is sorted by the Date Requested field.

• Request Description - Displays the description of the request that servers as the
request’s identifier. This identifier remains with the request all the way through the
processing. Depending on the status of the request, you can double-click on the
request to display the appropriate panel for the status. For more information on what
statuses display what panels, see “Accessing Request Information” on page 13-72.

• Operator ID - Displays the ID of the user who created the request.

• Pay Group - Displays the pay group for which the request was made.
• Request Status - Displays the status of the request. For more information on valid
request statuses, see “Accessing Request Information” on page 13-72.

• Entered - Displays the total number of checks entered for the request through the
Enter/Submit task.

• Calculated - Displays the number of checks in a request for which calculated results
have been received from AutoPay but have not been posted.

• Errors/Warnings - Displays the total number of errors or warnings returned for the
request.
7. View the request status.

You have accessed the Request Summary panel. Next, learn how to access request
information.

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Accessing Request Information

You can display pertinent information regarding a request by clicking on the description of
the request. Depending on the status of the request, the appropriate panel displays and you
Using the Request can view or update the request’s information.
Summary
To access a request’s information, do the following:
Accessing the
Request Summary
1. Access the Request Summary panel. For more information on accessing this panel, see
 Accessing page 13-70.
Request
Information
2. Depending on the status of a request, you can do the following by clicking the Request
Deleting a Request Description link:
Recalculating a
Complete with Request Status Description
Errors Result
New Display the Hours/Earnings Summary panel for the request. You
can add information to this panel.
Pending Display Hours/Earnings Summary panel for the request. You can
make changes to the information on the panel.
Transmitted Display the Hours/Earnings Summary panel for the request. All
fields on this panel are unavailable. No information can be
changed for a transmitted request.
Failed Display the Hours/Earnings Summary panel where you can
attempt to transmit the request again by clicking Calculate or
make changes to the request and recalculate.
Completed Display the Results Summary panel for the request.
Completed with Errors Display the Messages panel to view any error messages pertaining
to the request.

You have learned how to access request information. Next, learn how to delete a request.

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 Using the Request Summary 13-73

Deleting a Request
Requests remain on the Request Summary panel until you delete them. To delete a request,
do the following.
Using the Request
Summary  If an entire request is selected to print or to post adjustments, the request is deleted from the
Accessing the Request Summary after processing the print check or adjustment.
Request Summary
1. Access the Request Summary panel. For more information on accessing this panel, see
Accessing Request page 13-70.
Information

 Deleting a 2. Select the Delete check box beside each of the requests you want to delete.
Request

Recalculating a 3. Click (Save) to complete the deletion of all the requests you have selected.
Complete with
Errors Result
The Request Summary re-displays with the selected request removed. If you have
previously sorted the request by clicking on a column heading, the requests appear in
their original order.

You have learned how to delete a request. Next, learn how to recalculate a request with
partially retrieved results.

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Recalculating a Complete with Errors Result

Occasionally, errors are encountered during the processing of a request. When this happens
the errors are returned to the CommServer and displayed on the Messages panel for you to
Using the Request use to reconcile the errors. The request has a status of Completed with Errors on the Request
Summary Summary panel.
Accessing the
Request Summary From the Messages panel, you may choose to copy the request, change previous values, and
recalculate the request.
Accessing Request
Information
To recalculate a Completed with Errors request, do the following:
Deleting a Request

 Recalculating a 1. From the Request Summary panel, click the Request Description link for a request that
Complete with has a Completed w/Errors status. The Messages panel displays.
Errors Result
 You can also access the Messages panel by selecting Payroll ~ Post Payroll Cycle ~
CheckMate ~ Review Calculation Errors/Warnings.

For a description of the

fields on this panel,
press F1.

Figure 13-58. Messages Panel

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 Using the Request Summary 13-75

2. If you want to correct the errors and recalculate the request, click Copy Request. The
Request Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-59. Request Summary Panel

Your request will appear in the Request Summary panel using the same request
description but with the current date and time as the date requested. The status of the
request is changed to Pending.

 If the original request was created using an profile ID (operator ID) other than the current
one, you must click Show All Requests to see the copied request in the Request
Summary.

3. Double-click the Request Description link for the request. The Hours/Earnings
Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-60. Hours/Earnings Summary Panel (Error Messages)

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13-76 Using the Request Summary

4 . Enter your corrections and click Calculate. The request is retransmitted to AutoPay.

You will receive a message notifying you that your process has been submitted.

You can use the Request Summary panel (Payroll ~ Post Payroll Processing ~ CheckMate
~ Request Summary) to monitor the status of your request. For more information on
using the Request Summary panel, see “Using the Request Summary,” on page 13-70.

To confirm successful completion of your process, click (Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You have finished viewing the Request Summary.

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 Accessing the Results of a Request 13-77

Accessing the Results of a Request

Once your request has transmitted to AutoPay, calculated, and successful results returned,
you can use those results as needed. You can print a check, post an adjustment, or copy the
request to recalculate and use again.

To access the Results Summary panel, do the following:

1. Click Payroll and make the following selections:

Post Payroll Cycle ~ CheckMate

2. Double-click the Review/Post/Print Checks task. The Search dialog box displays.

Figure 13-61. Search Dialog Box

3. Enter the request description in the Request Description field and click OK. The Results
Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-62. Results Summary Panel

Each employee included in the results of your request is listed individually. You can
select an individual or multiple results to perform your task.

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13-78 Accessing the Results of a Request

4 . Review the following information:

• Select - Indicates which result you want to use for your task.
• Name - Displays the employee’s name as a link. Click the employee’s name to go to
the Details panel for the individual employee.

 If the request has With hypothetical employee as its calculation type, the employee
description you have entered displays in this field.

• File Number - Displays the file number for the employee.

 If the request has With hypothetical employee info as its calculation type, a file
number between 000001 and 000050 is assigned.

• Pay Number - Displays the pay number for the individual employee. This entry
controls whether one or more paychecks is generated for an employee.

• Gross Pay - Displays the employee’s calculated gross pay.

• Net Pay - Displays the employee’s calculated net pay.
 Results that have multiple distributions will be posted with multiple entries and
multiple pay numbers. For example, results with postings in three different
departments will have adjustments posted under three different pay numbers.

You have finished accessing the results for your requests.

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 Accessing the Details of a Result 13-79

Accessing the Details of a Result

To view a more detailed accounting of the calculation, do the following:

1. Access the Results Summary panel for your request. For more information on how to
do this, see “Accessing the Results of a Request” on page 13-77.

2. Double-click on the employee’s name for which you want to view details. The Results
Detail panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-63. Results Detail Panel

3. Review the following information:

• Gross Pay - Displays the gross pay amount for the calculation.
• Net Pay - Displays the net pay amount for the calculation.
• Total Hrs Wrkd - Displays the total amount of hours worked. May display 0.00 if a
total hours worked Pay Override has been entered.

• Other Period Dates area - provides a description of the other period begin date and
other period end date.

• Earnings area - provides a Description of Hours and Earnings with a Total

Earnings.

• Taxes area- provides each type of Taxes used in the calculation with the individual
Amounts and a Total Taxes.

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13-80 Accessing the Details of a Result

• Deductions area - provides the Ded Cd (deduction code) and Amt (amount) for each
deduction used in the calculation with a Total Deductions. There is also a DIA Amt
(deduction in arrears year-to-date amount) field and a DIA Adj Amt (deduction in
arrears adjustment amount) field that displays amounts when the deduction is set up
as a deduction in arrears (DIA) setup.

• Memos area - provides the Memo Code and Amount for each memo with a Total
Memos.
If job costing and/or labor distribution were used for the calculation, a Job Cost
Number, Cost Number, or Distribution link displays providing access to the detail
information.

If the a deduction that was used was set up as a DIA (deduction in arrears) deduction, an
Adjust DIA Amounts link displays. This allows you to display the DIA Adjustment
panel where you can adjust the deduction in arrears amounts.

4. If no distribution levels were used, a Memo button displays allowing you enter memos
for an individual result. For job cost or labor distribution entries, the Enter Memo button
is accessed through the Results Detail (Job Cost) or Results Detail (Distribution) panel.

5. To review the rate information for the calculation, click on the Rate Information tab. The
Rate Information panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-64. Rate Information Panel

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 Accessing the Details of a Result 13-81

The Rate Information panel provides both the original rate detail and the summarized rate
detail. It is divided into two areas:

• Summary - provides Earnings Type, Description, Hours, Earnings, and Rate

information. Pay data entries with the same rate and earnings type are summarized in
this area. Summary rate information is used when printing a manual check or a pay
stub. The information is summarized using the following rules:

– For employees belonging to non-FLSA pay groups, entries with both hours and
earnings and with the same rate and earnings type are combined. Entries without
hours are not combined.

– For employees belonging to a FLSA pay group, entries with hours and/or earnings
with the same rate and earnings type are combined. Entries do not have to include
both hours and earnings to be combined. They may be combined if they have only
hours or earnings or both as long as the earnings type and rate match.

 For a FLSA (Fair Labor Standards Act) pay group, overtime earnings are
calculated according to the Federal Department of Labor regulations. This is
designated through the Pay Group Options task (System Administration ~ Table
Setup - Required ~ Pay Group Options). For more information, see the Company
Setup and Maintenance Guide.

• Detail - provides the original detail for Earnings Type, Description, Hours,
Earnings, Rate, Other Period Begin Date and Other Period End Date.

6. Once you have completed reviewing the detail for the rate summary, click (Close)
to return to the Results Summary panel.

7. Once you have completed reviewing the detail information for the result, click
(Close) to return to the Results Summary panel.

You have finished viewing the details of a result.

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13-82 Viewing Result Details

Viewing Result Details

The Result Details panel displays a high level view of the result consisting of the
employee’s name and file number and the pay number, gross pay, and net pay for each
employee included in the request. In addition to calculation details, a rate summary is also
provided through the Rate Summary panel and rate detail is provided through the Rate
Detail and Rate Information panels.

 If the request is for hypothetical employees, the employee description that you entered is
displayed instead of the employee’s name.

The rate information on the Rate Summary panel is what is used when printing a paycheck or
a pay stub.

The type of records that can be returned as results in CheckMate are:

• Pay level records that include hours, earnings, and taxes for non-labor distribution
paychecks.

• Distribution level records that include hours, earnings, and taxes for labor distribution
paychecks.

• Job level records that include hours and earnings for job cost payrolls. These also include
rate detail for non job cost pay groups.
If the employee is set up with labor allocation, a link with the allocation type displays on the
Results Detail panel. You can view more detail about the check by clicking on the link. Only
following the allocation links display on the Results Detail panel:

• Job Cost Detail - if the labor distribution is by job cost number.

• Cost Number Detail - if the labor distribution type is cost number.
• Department Detail - if the labor distribution type is department number.
 If there is only one distribution record and it is for the home department, there will be no
distribution link available. However, if there are multiple distribution records with at least
one distribution record that is not for the home department, there will be a distribution link
available.

For information on the following types of result details you can view, see:

• “Viewing Detail for Results without Labor Allocation” on page 13-83

• “Viewing Job Cost Details for a Result” on page 13-85
• “Viewing Cost Number Details for a Result” on page 13-88.
• “Viewing Distribution Details for a Result” on page 13-90.
For information on other tasks available through the Results panel, see “Using the Results of
a Request” on page 13-93.

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 Viewing Result Details 13-83

Viewing Detail for Results without Labor Allocation

To view a more detailed accounting of a calculation done without any labor distribution
allocations of any type, do the following:
Viewing Result
Details 1. Access the Results Summary panel for your request. For more information on how to
 Viewing Detail for do this, see “Accessing the Results of a Request” on page 13-77.
Results without
Labor Allocation 2. Click the employee’s name whose details you want to view. The Results Detail panel
Viewing Job Cost displays.
Details for a Result

Viewing Cost
Number Details for
a Result

Viewing Distribution
Details for a Result

Figure 13-65. Results Detail Panel

 For a description of the fields on this panel, press F1.

3. Review the following areas on the panel:

• Earnings - provides a Description of Hours and Earnings with a Total Earnings at

the bottom.

• Deductions - provides the Deduction Code and Amount for each deduction used in
the calculation with a Total Deductions field at the bottom which provides a total of
all deductions taken.

• Taxes - provides the Taxes used in the calculation including the individual Amount
and the Tax Ovr (tax override) amount, with Total Taxes displayed at the bottom.

• Memos - provides the memo code and amount for each memo with a total for all
memos.

• Other Period Dates - provides the other period Begin date and other period End
date.
4. Review the Gross Pay and Net Pay amounts for the calculation.

5. If job costing and/or labor distribution were used for the calculation, click the appropriate
link to review details for these items is displayed.

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13-84 Viewing Result Details

6 . If no distribution levels were used, you can click Enter Memo to access the CheckMate
Memos panel to enter memos for an individual result. For job cost or labor distribution
entries, you can also access the CheckMate Memos panel through Results Detail
(Distribution) panel or Results Detail (Job Cost) panel. For more information, see
page 13-103.

7. Once you have completed reviewing the detail calculation information for the result,
click the Rate Information tab. The Rate Information panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-66. Rate Information

Pay data entries with the same rate and earnings type are summarized in this area.
Summary rate information is used when printing a manual check or a pay stub.The Rate
Information panel provides both the original rate detail and the summarized rate detail.

8. Review the Summary area as follows:

• For employees belonging to non-FLSA pay groups, entries with both hours and
earnings and with the same rate and earnings type are combined. Entries without
hours are not combined.

• For employees belonging to a FLSA pay group, entries with hours and/or earnings
with the same rate and earnings type are combined. Entries do not have to include
both hours and earnings to be combined. They may be combined if they have only
hours or earnings or both as long as the earnings type and rate match.

 For a FLSA (Fair Labor Standards Act) pay group, overtime earnings are calculated
according to the Federal Department of Labor regulations. This is designated through
the Pay Group Options task (System Admin ~ Autolink Payroll Setup (Required) ~
Pay Group Options). For more information, see the Company Setup and
Maintenance Guide.

9 . Review the Detail area for Earnings Type, Description, Hours, Earnings, Rate, Other
Period Begin Date, and Other Period End Date.

 To view the other period begin and end date fields, scroll to the right.

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10. Once you have completed reviewing the detail for the rate summary, click (Close)
to return to the Results Summary panel.

You have finished viewing details of results without labor allocation. Next, you can view job
cost details for a result.

Viewing Job Cost Details for a Result

Job number details for a result are displayed in the Results Detail (Job Cost) panel based on
each entry used for the calculations. You can view the hours/earnings detail for each job
Viewing Result
entry and post memos to it.
Details
Viewing Detail for There are three types of employees that can be included in a job cost pay group: salaried,
Results without
regular hourly, and job cost hourly. All three types of employees may potentially receive
Labor Allocation
multiple job records. Some of the records are job cost and rate detail, while some are rate
 Viewing Job Cost detail only. The records with rate detail only may be a result of different input entries
Details for a because of different tax data jurisdictions rather than different job numbers. The following
Result
criteria applies:
Viewing Cost
Number Details for • Non-job cost employees on a non-job cost payroll have rates displayed in only one
a Result
location, either the Results Detail panel for non-labor distribution entries or Results
Viewing Distribution Detail (Distribution) for labor distribution entries.
Details for a Result
• All hours and earnings for a job cost employee display on the Rate Detail and Rate
Summary panels.

• Rate detail for all employees is summarized by earnings type and rate without regard to
job number.

• Job cost detail with corresponding rates displays on the Results Detail (Job Cost) panel.
Only job cost entries that include a job cost number are displayed on the Results Detail
(Job Cost) panel.

• The Rate Detail panel includes all job records, those with and those without job
cost numbers.

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13-86 Viewing Result Details

To view job number details for a result, do the following:

1. From the Results Detail panel for the selected result, click the Job Cost Detail link. The
Results Detail (Job Cost) panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-67. Results Detail (Job Cost) Panel

When the Results Detail (Job Cost) panel first displays, all the job costing entries are
listed in the left area while the detail is in the right area. Until you click a specific link
in the Jobcost # field, no detail information is displayed.

2. Click an entry in the Jobcost # field. The detail for the selected entry is displayed in the
right area.

3. Review the information in the two sections of the panel as follows:

a . The left section lists all job cost entries for the result. For each individual job cost
entry, it lists the Jobcost # (number), the Description of the job cost number, the
Department the entry applies to and the Rate used for the entry.

b. The right section provides detail for a selected job cost entry. Once an entry is
selected, the right section displays the earnings Description, the Hours, Earnings,
and any Memo code entered along with the memo Amount. If the record includes
other period begin and end dates, those dates are displayed at the top of the section.

 To display detail for an entry in the right section, you must click on the job cost
number listed in the left section.

 For information on entering memos, see “Creating Memo Entries for a Result”
on page 13-103.

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4. Once you have finished reviewing the result details for the job cost entry, you can
click the Rate Detail tab to review the rate details for the job cost entry. The Rate
Detail panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-68. Rate Detail (Job Cost) Panel

5 . Review the Rate Detail consisting of the Earnings Type, Description, Hours, Earn-
ings, Rate, Other Period Begin Date and Other Period End Date for the selected job
cost entry is displayed along with all other entries made for the same job cost number.

6. Once you have completed reviewing the detail information for the result, click
(Close) to return to the Results Detail panel.

You have finished viewing job cost details of a result. Next, you can view cost number
details for a result.

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13-88 Viewing Result Details

Viewing Cost Number Details for a Result

Cost number details for a result are displayed in the Results Detail (Cost Number) panel
based on each entry used for the calculations. You can view the hours/earnings detail for
Viewing Result
each cost number entry and post memos to it.
Details
Viewing Detail for To view cost number details for a result, do the following:
Results without
Labor Allocation
1. From the Results Detail panel for the selected result, click the Cost Number Detail link.
Viewing Job Cost The Results Detail (Cost Number) panel displays.
Details for a Result

 Viewing Cost
Number Details
for a Result

Viewing Distribution
Details for a Result

Figure 13-69. Results Detail (Cost Number) Panel

 For a description of the fields on this panel, press F1.

When the Results Detail (Cost Number) panel first displays, all the cost number entries
are listed in the left area while the detail is in the right area.

2. Click a specific link in the Cost Nbr field to display detail information.

3. Review the information in the following four areas of information on the right side of the
panel:

• Earnings - Provides a Description of Hours and Earnings with a Total Earnings at

the bottom.

• Deductions - Provides the Deduction Code and Amount for each deduction used in
the calculation with a Total Deductions field at the bottom which provides a total of
all deductions taken.

• Taxes - Provides each type of Taxes used in the calculation with the individual
Amount, tax overrides, and a total for all taxes.

• Memos - Provides the Memo Code and Amount for each memo with a total for all
memos.

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4. Click an entry in the Cost Nbr detail area (on the left side of the panel). The detail for
the selected entry displays in the right column.

 For information entering memos, see “Creating Memo Entries for a Result”
on page 13-103.

For a description of the

fields on this panel,
press F1.

Figure 13-70. Results Detail (Distribution) Panel

5. Once you have finished reviewing the result details for the cost number entry, you can
click the Rate Detail tab to review the rate details for the cost number entry. The Rate
Detail panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-71. Rate Detail Panel

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13-90 Viewing Result Details

6 . Review the Rate Detail consisting of the Earnings Type, Description, Hours,
Earnings, Rate, Other Period Begin Date and Other Period End Date for the
selected cost number entry is displayed along with all other entries made for the
same cost number.

7. Once you have completed reviewing the detail information for the result, click
(Close) to return to the Results Detail panel.

You have finished viewing details (cost number) of a result. Next, view distribution details
for a result.

Viewing Distribution Details for a Result

Distribution details for a result are displayed in the Results Detail (Distribution) panel based
on each labor distribution entry used for the calculations. You can view the hours and
Viewing Result
earnings, taxes, deductions, and memos detail for each labor distribution entry or tax
Details
distribution and post memos.
Viewing Detail for
Results without
To view department details for a result, do the following:
Labor Allocation
Viewing Job Cost 1. From the Results Detail panel for the selected result, click the Distribution Detail link.
Details for a Result The Results Detail (Distribution) panel displays.
Viewing Cost
Number Details for
a Result

 Viewing
Distribution
Details for a
Result

Figure 13-72. Results Detail (Distribution) Panel

 For a description of the fields on this panel, press F1.

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 Viewing Result Details 13-91

2 . Review the following four areas of information on the right side of the panel:

• Earnings - provides a Description of Hours and Earnings with a Total Earnings at

the bottom.

• Deductions - provides the Deduction Code and Amount for each deduction used in
the calculation with a Total Deductions field at the bottom which provides a total of
all deductions taken.

• Taxes - provides each type of Taxes used in the calculation with the individual
Amount and a total for all taxes.

• Memos - provides the Memo Code and Amount for each memo with a total for all
memos.
3 . Click an entry for a department to display the detail information about the labor distribu-
tion entry. The detail for the selected entry is displayed on the right side of the panel.

For a description of the

fields on this tab, press
F1.

Figure 13-73. Results Detail (Distribution) Panel

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13-92 Viewing Result Details

4. Once you have finished reviewing the result details for the distribution entry, you can
click the Rate Detail tab to review the rate details for the distribution entry. The Rate
Detail panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-74. Rate Detail Panel

5. Review the Rate Detail consisting of the Earnings Type, Description, Hours,
Earnings, Rate, Other Period Begin Date and Other Period End Date for the
selected department number is displayed along with all other entries made for the
same department number.

6. Once you have completed reviewing the detail information for the result, click
(Close) to return to the Results Detail panel.

You have finished viewing details (distribution) of a result. The next section contains the
field descriptions for the Results Details (Distribution) panel.

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 Using the Results of a Request 13-93

Using the Results of a Request

Once you create a request and submit it for processing, you can use the Results Summary
panel to access and use the returned results from your request.

You can use the Results Summary panel access the details of a specific result to do the
following:

• Printing a Check
• Posting an Adjustment
• Copying Pay Data Entry Information for Individual Results
• Copying Requests
• Adjusting Deduction in Arrears Amounts for a Result
• Creating Memo Entries for a Result
 Print Check, Post Adj, and Copy Request are unavailable until at least one result is selected.

If the result is based on hypothetical employees, Post Adj and Print Check are unavailable.

Printing a Check
You can print a check through the Results Summary panel by selecting individual or
multiple employee results and clicking Print Check.
Using the Results
of a Request
 You can also print a check through the Results Details panel for individual results for
 Printing a Check individual employees.
Posting an
Adjustment The information is saved as a prepaid/void and invokes alpay013.SQR which prints the
check in ADP Enterprise HR. The information is automatically saved as an
Copying Pay Data
Entry Information
adjustment/prepaid/void and is transmitted to AutoPay with your next payroll.
for Individual
Results The ALPAY013.SQR prints a single, consolidated check for Labor Distribution checks. All
labor entries with separate pay numbers but the same check number will be combined and
Copying Requests
printed as a single check. For example, a CheckMate result displays a check with three labor
Creating Memo distribution records. When the check is posted it will create three separate pay numbers in
Entries for a Result
the adjustments area but print a single check for the employee.

The following rules apply to printing manual checks:

• Entries with blank check numbers are not combined.

• If a check has no check number, you are not allowed to print the check.

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• If different than federal, state marital status and exemptions print separately in the
Additional Information area (Payroll ~ Employee Information & Processes ~ Change Tax
Information ~ Tax Information ~ Add’l State/Local Tax Info).

 There may be more than one entry in a request. If all entries in a request are selected to print,
the request is deleted from the Request Summary after the checks are printed.

In order to print checks in ADP Enterprise HR, you must have check printing privileges for
the pay group. For more information about the setup options, see the Company Setup and
Maintenance Guide.

 Contact your ADP consultant for information on paycheck options available with your regular
payroll checks created by AutoPay.

To print checks, do the following:

1. To access the Results Summary panel, click Payroll and make the following selections:

Post Payroll Cycle ~ CheckMate ~ Review/Post/Print Checks

2. Click the Select check box for each result you want to print.

 Print Check is unavailable until at least one result is selected.

3. Click Print Check(s). The Print Check Options dialog box displays.

Figure 13-75. Print Check Options Dialog Box

4. In the Check Number field, enter the check number you want to print.

 If you enter a check number that has already been used by other checks in this payroll
cycle, a message is displayed. To add the current entry to that group of manual checks,
click OK. To return to the panel and enter a different check number, click Cancel.

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5. In the Pay Period Begin Date field, enter the date of the beginning of the pay period.

 This field is required. When you click OK, the date is saved.

6. In the Prior Period OT Begin Date field, enter a beginning date for overtime hours
earned in a prior period.

7. In the Prior Period OT End Date field, enter an ending date from for overtime hours
earned in a prior period.

8. Use the SSN Option field to designate how, or if, you want the Social Security Number
to print on the pay stub.

 If the employee ID has been designated to print on pay stubs through the Manual
Checks Print Options panel (System Admin ~ Autolink Setup (Optional) ~ Check Printing
~ Manual Check Print Options by Pay Group), the SSN Option is grayed and
unavailable.

• Mask - Print a partial Social Security Number (xxx-xxx-1234) on the pay statement.
• Hide - Do not print the Social Security Number on the pay statement.
 The options that are available for selection depend on the field display options selected
on the user’s security profile (System Admin ~ Security Administration ~ Operator ~
Profile).

Users set up with Show for SSN in Operator Security will not be able to ‘Show’ SSN on
pay statements. It will always be either Mask or Hide. If the user profile is set to Hide,
the SSN option is grayed out when running reports. Users with Hide set for SSN in
Operator Security will not be able to print checks with the Mask option for SSN. Users
with Mask set for SSN can either use Mask or Hide when printing checks. For more
information on the user profile settings, see the Application Administrator’s Guide.

9. From Print YTD Balances, select whether you want year to date balances to print on a
check and, if so, what type of balances. Choose from the following options:

• A(All) - Prints all year to date balances including selected special accumulators.
• N (None) - Prints no year to date balances.
• G (Gross) - Prints gross and taxes year to date balances.
• P (Gross, Taxes and PTO Hours) - Prints gross, taxes and PTO hours year-to-date
balances.

 If you are maintaining Year-to-Date () history for the pay group, ADP Enterprise HR uses
the year-to-date balance as of the maximum week number less than or equal to the
check’s week number. If not maintaining year-to-date history, the balances are current as
of the last year-to-date file loaded.

10. Enter a Check Message, if appropriate in the available fields.

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11 . Select one of the following from the Print One Page per Check (Y/N) field:

• N - The check/voucher portion of the statement is printed and marked VOID.

• Y - You may want to limit these checks to one page, for example if you use
pre-printed check stock. To summarize the check detail on a single page, select Y
from the Print One Page per Check field.
12. Specify the Check Print Priority you want to use for the summarization of earnings and
deductions. You can summarize earnings first, deductions first, or the same number of
earnings and deductions.

13. In the Print Company Phone Number field, specify whether to print the company
phone number on the check statement.

14. In the Rate Detail field, specify whether to print the employee’s rate type on the check.

 The check box displays only if the Rate Detail field is populated in the Statement Print
Options panel. See Appendix A, “Setting Up and Configuring Your Printer.”

15. Click OK. The check data is submitted as the ALPAY013.SQR process. A message
notifies you that your process has been submitted. The beginning date you entered is
saved, and the check is automatically posted as an adjustment.

 Results containing a temporary SUI tax code require an adjustment date. If your results
contain a temporary SUI tax code, the message, “Pay Number X has a temporary SUI
tax code. An adjustment date is required for this entry.”

If this message displays, click OK and the Enter Adjustment Date dialog box displays.

You can either accept the defaulted date (the current date) or enter a different date. The
date must be equal to or less than the current date. Future dated adjustments are not
accepted. Once you have entered a date, click OK.

If you are printing multiple checks, you have the option of using the adjustment date for
all checks. If you choose not to, you are required to enter an adjustment date for each
check.

When the process has successfully completed, you can view your file by clicking
(Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide. For details on sources, sort order, and an illustration of the
report, see the Standard Reports Guide.

16. Select ALPAY013.LIS from the listed results within the dialog box and click
(View).

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17. If you have set up a signature to print on your checks, the Select Macro dialog box
displays.

Figure 13-76. Select Macro For Signature Dialog Box

 For information on setting up signatures and logos for use with check printing, see
Appendix C, “Using Image Files”.

18. Select a signature to print on your checks and click OK. If you have set up a company
logo to print on your checks, the Select Macro dialog box displays.

Figure 13-77. Select Macro For Company Logo Dialog Box

19. Select a company logo to print on your checks and click OK. The checks are printed.

You have finished printing a check using the results of a CheckMate request. Next, you can
post an adjustment.

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Posting an Adjustment
You can post adjustments through the Results Summary panel by selecting individual
employee results and clicking Post Adj. Doing so saves the information as a prepaid/void
Using the Results which is transmitted to AutoPay with your next payroll.
of a Request
Printing a Check  You can also post an adjustment through the Results Details panel for individual results for
individual employees.
 Posting an
Adjustment When you post an adjustment, it is placed in a batch. The batch ID generated is Request
Copying Pay Data Description - Profile ID, where the Request Description is 25 characters and the Profile ID
Entry Information is 15 characters and is the user profile ID (operator ID) of the person who posted the
for Individual
adjustment. Each adjustment is saved in a batch.
Results

Copying Requests To post adjustments, do the following:

Creating Memo
Entries for a Result 1. Access the Results Summary panel for your request. For more information on how to
do this, see “Accessing the Results of a Request” on page 13-77.

 If an entire request is selected to post adjustments, the request is deleted from the
Request Summary panel after the adjustments are posted.

Results that have multiple distributions will be posted with multiple entries and multiple
pay numbers. For example, results with postings in three different departments will have
adjustments posted under three different pay numbers.

2. Click the Select check box for each result you want to print.

 Post Adj(s) is unavailable until at least one result is selected.

3. Click Post Adj(s). The Post Check Options dialog box displays.

Figure 13-78. Post Check Options Dialog

4. If you want, enter a beginning check number.

 Although entering a check number is optional for posting an adjustment, it is

recommended. If you enter a check number, and then post multiple adjustments, the
beginning check number is automatically incremented for each check.

5. If you want, enter the pay period begin date and end date.

6. Results containing a temporary SUI tax code require an adjustment date. If your results
contain a temporary SUI tax code, the message, “Pay Number X has a temporarySUI tax
code. An adjustment date is required for this entry.”

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If this message displays, click OK and the Enter Adjustment Date dialog box displays.

You can either accept the defaulted date (the current date) or enter a different date. The
date must be equal to or less than the current date. Future-dated adjustments are not
accepted. Once you have entered a date, click OK.

If you are printing multiple checks, you have the option of using the adjustment date for
all checks. If you choose not to, you are required to enter an adjustment date for each
check.

7. Click OK. The adjustments are posted and the Results Summary panel re-displays.

You have finished posting an adjustment using the results of a CheckMate request. Next,
you can copy pay data entry information for individual results.

Copying Pay Data Entry Information for Individual

Results
You can select individual results and copy the pay data entry that generated the result to a
new request with a status of pending. This allows you to enter new information for the
Using the Results
request and, if you want, to recalculate and retransmit the request for new results.
of a Request
Printing a Check To copy the pay data entry information of result(s) to a new request, do the following:
Posting an
Adjustment 1. Access the Results Summary panel for your request. For more information on how to
do this, see “Accessing the Results of a Request” on page 13-77.
 Copying Pay Data
Entry Information
for Individual
2. Click the Select check box for each result you want to copy to a new request.
Results
Copying Requests
 Copy is unavailable until at least one result is selected.

Creating Memo 3. Click Copy. A message box displays verifying that the selected transactions have been
Entries for a Result copied with the name, date, and time.

4. Click OK and the Result Summary panel displays. The selected employee transactions
are copied to a new request using the same request description with a new request date
and time. The new request has a status of Pending and can be updated. For an illustration
of this panel, see page 13-70.

 If the original request was created using a different user ID (operator ID), the copied
request will retain that profile ID. If the copied request does not display in the Request
Summary, click Show All Requests.

You have learned how to copy pay data entry information for individual results. Next, you
can copy a request.

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Copying Requests
You can copy an entire request to a new request with a status of pending. This allows you to
enter new information for the request and, if you want, to recalculate and retransmit the
Using the Results
entire request for new results.
of a Request
Printing a Check To copy an entire request, do the following:
Posting an
Adjustment 1. Access the Hours/Earnings Summary panel for the request you want to copy. For more
information on how to do this, see “Entering Hours and Earnings Information”
Copying Pay Data
Entry Information on page 13-30.
for Individual
Results 2. Click Copy Request. A message box displays verifying that the selected transactions
 Copying Requests
have been copied with the name, date, and time.

Creating Memo 3. Click OK and the Result Summary panel displays. The selected employee transactions
Entries for a Result are copied to a new request using the same request description with a new request date
and time. The new request has a status of Pending and can be updated. For an illustration
of this panel, see page 13-70.

 If the original request was created using a different profile ID (operator ID), the copied
request will retain that profile ID. If the copied request does not display in the Request
Summary, click Show All Requests.

You have learned how to copy a request. Next, you can create memo entries for a request
result.

Adjusting Deduction in Arrears Amounts for a

Result
When an employee does not have enough net pay to have all of their benefit or voluntary
deductions withheld from their paycheck, the deduction amounts not taken can be
Using the Results accumulated and then taken out in a subsequent payroll or payrolls. This accumulation is
of a Request deduction in arrears (DIA).
 Printing a Check
Posting an
 The pay group must have the Deduction in Arrears check box selected on the Control panel
Adjustment (System Administration ~ Table Setup - Required ~ Pay Group Options) with each
appropriate deduction designated with as a DIA deduction on the Deductions panel (System
Copying Pay Data Administration ~ Table Setup -Required ~ Deductions).
Entry Information
for Individual You can use the DIA Balances panel to view and manually make any adjustments to the
Results
DIA accumulated balances by selecting deduction codes that are setup as DIA deductions
Copying Requests and/or have a DIA balance in the table.
 Adjusting
Deduction in If you have used an employee transfer agent to move DIA accumulator balance information
Arrears Amounts into an employee’s record, the Year-to-Date field will be populated with that information.
for a Result You can use this panel to correct or add to any information that is currently displayed. You
Creating Memo can also use the panel to manually add any accumulator balances to an employee’s
Entries for a Result information. For information on using employee transfer agents, see the Company Setup and
Maintenance Guide and the Employee Setup and Maintenance Guide.

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To add or modify DIA accumulated balances for an employee, do the following:

1. From the Results Detail panel, click Adjust DIA Amounts link. The DIA Balances
panel displays.

 If the deduction is not a DIA deduction, the Adjust DIA Amounts link is not available.

For a description of the

fields on this panel,
press F1.

Figure 13-79. DIA Balances panel

2. Select the Deduction Code you want to adjust. If the deduction has the accumulation of
deduction in arrears set up, Y displays in the Deduction in Arrears field and, if there is
an accumulated amount, the accumulated amount displays in the Year-to-Date field.

3. Do one of the following:

• Select the Clear DIA Balances check box to clear the entire accumulated balance
for the deduction.

• Enter a positive amount in the Adjustment field to add that amount to the
accumulated amount.

• Enter a negative amount to subtract in the Adjustment field to subtract from the
accumulated amount. You cannot enter an amount that results in a negative year to
data balance.

• Select the Clear All DIA Balances check box to clear all accumulated amounts.
 If a deduction code is no longer designated as a DIA deduction code but contains a
year-to-date balance, only a negative amount can be entered in the Adjustment
field.

4. If you want to adjust additional accumulated deduction amounts, click (Insert Row)
with the scroll bar selected. Then complete the fields on the panel as needed.

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The following figure shows an example of a completed DIA Balances panel.

For a description of the

fields on this panel,
press F1.

Figure 13-80. DIA Balances panel

5. Click (Save).

6. Click Return to return to the Results Detail panel.

You’ve finished entering adjustments for deduction in arrears accumulated balances for a
specific employee. For more information on entering DIA balances for adjustments see
“Entering Deduction Detail” on page 5-12.

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Creating Memo Entries for a Result

Memos that are calculated by the AutoPay calculation process may be included in the
returned results.
Using the Results
of a Request Memos that have been previously calculated as part of the AutoPay calculation appear on
Printing a Check the CheckMate Memos panel. If you want to input additional memos to include with a
Posting an posted adjustment, you can use this panel to do so.
Adjustment

Copying Pay Data  If there are distribution levels or job costing entries for the result, Memo does not appear on
Entry Information the Results Detail panel. However, it will appear on the Results Detail (Job Cost) panel and/or
for Individual the Results Detail (Distribution) panel. You must select an entry on the Results Detail panel to
Results activate Enter Memos.
Copying Requests
To enter a memo, do the following:
 Creating Memo
Entries for a 1. From the Results Detail (for Cost Number, Distribution, and Job Cost) panel, click
Result Enter Memos. The CheckMate Memos panel displays.

For a description of the

fields on this panel,
press F1.

Figure 13-81. Checkmate Memos Panel

2. Select a memo code from the Memo Code field. The memo code Description field
displays the description of the memo code you select.

3. Enter the amount for the memo in the Amount field. The amount can range from
-99,999,999.99 to +99,999,999.99. Amounts for memo codes 2 and 4 are truncated to a
whole amount.

4. Select the appropriate dates from the Prior OT Begin Date and the Prior OT End Date
fields if the memo code you have entered relates to prior period overtime dates.

 These fields are available only if the memo codes you have selected are specifically
setup for prior overtime begin dates and prior overtime end dates. These are setup on
the Memo Codes panel (System Admin ~ Autolink Payroll Setup (Optional) ~ Memo
Codes). For more information, see the Company Setup and Maintenance Guide.

5. Click (Insert Row) to enter additional memos.

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6. Once you have entered all your memos, click (Save).

7. Click (Close) to return to the Results Details panel.

You have finished creating memo entries for a result. This is the last use for the results of a
request.

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Chapter 14
Managing Retroactive Payments

PAGE TOPIC

14-2 Introduction
14-3 Creating a Retroactive Pay Batch
14-9 Viewing a Retroactive Pay Batch Summary
14-11 Modifying an Employee With Retroactive Pay
14-14 Reviewing/Submitting a Retroactive Batch
14-17 Reviewing Results and Submitting a Retroactive Payment
14-22 Viewing Retroactive Pay Results by Week
14-26 Viewing Original or Recalculated Payroll Data
14-34 Viewing Distribution and Job Cost Pay Data
14-38 Viewing Retroactive Messages
14-40 Reviewing Retroactive Payments

Chapter 14: Managing Retroactive Payments

Payroll Processing Guide
14-2 Introduction

Introduction

This chapter explains how to process retroactive payments. Retroactive payments are
payments owed to an employee for time worked in a prior pay period. Normally, a
retroactive payment is the result of a rate change that was not processed in the correct time
period. Using the retroactive payments tasks, you can automatically find employees who
qualify for retroactive pay from a selected time period, calculate the earnings owed to the
employee for that time period, and then review the employees who qualify for retroactive
pay and submit the retroactive pay amounts for either immediate payment through
CheckMate or the next payroll. You can also manually select employees for retroactive pay.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

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 Creating a Retroactive Pay Batch 14-3

Creating a Retroactive Pay Batch

Employees receiving retroactive pay are identified and selected to be processed for payment.
You can review a batch of retroactive payments before submitting the entire batch for
processing. Additionally, you can view information on each individual employee in the
batch by clicking the underlined employee name to display the Modify Employee panel (see
“Modifying an Employee With Retroactive Pay” on page 14-11) with the selected employee
retroactive payment information. Employees can be added to or deleted from the batch using
this panel.

 If a retro batch is created manually, users can edit the Retro Eff Dt field if they are making a
change to only one employee’s retro pay information. However, if they are entering criteria to
create a retro pay batch, the Retro Eff Dt field is display-only and not editable.

This section describes the following:

• Selecting Employees for Retroactive Pay

• Using the Preload Filter

Selecting Employees for Retroactive Pay

With each payroll cycle process, employees owed retroactive payments are automatically
selected if employees with rate changes are entered in the current payroll with effective rate
Creating a change dates in a prior payroll.
Retroactive Pay
Batch You can also select employees manually using the following Selection Criteria and Preload
Filter panels.
 Selecting
Employees for
Retroactive Pay To select employees for retroactive pay, do the following:
Using the Preload 1 . Click Payroll and make the following selections:
Filter

Payroll Cycle ~ Retroactive Payments

2 . Click next to the Create Batch task. The Add dialog box displays.

 To modify an existing batch, double-click the Create Batch task, enter the search criteria
in the Search dialog box, and click OK.

Figure 14-1. Add Dialog Box

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14-4 Creating a Retroactive Pay Batch

3 . Enter a Pay Group or Processing Group and Batch ID and select OK. The Selection
Criteria panel displays.

For a description of the

fields on this panel,
press F1.

Figure 14-2. Selection Criteria Panel

4 . View the following information:

• Pay Group/Group Name - This is the pay group or processing group for the batch.
• Batch ID - This is the name of the batch.
• Request Status - This is the batch-level status.
• Type - The type of group, either pay group or processing group.
• Last Update By - The user ID of the person who made the last update.
• Date Last Updated - The date of the last update.
5 . Select a retroactive pay calculation type from the Retro Calc Type field. New records
will default to the Rate Change calculation type with a preload of All. In most cases All
will be the option selected, and no other input is required on this panel. Go to Step 10 to
save the panel and all rate changes for the selected group or pay group will be added to
the batch. Options are:

• Rate Change - Select this option to have new rate changes automatically selected
and included in the batch. Eligible rate changes include the following:

– A change to the compensation rate (pay rate 1) where the compensation date is
prior to the pay begin date.

 The pay begin date for the current payroll is one day later than the pay end date
for the previous payroll.

– A change to pay rate 2 through 9 where the job effective date is prior to the pay
begin date.

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 Creating a Retroactive Pay Batch 14-5

• Employee Selection - Select this option to manually apply the retro effective date,
change amount, and change percent. This option is normally only selected for
retroactive payments that are tied to a rate change that has not been made in ADP
Enterprise HR, either because the change was processed prior to converting to ADP
Enterprise HR, or because the change has not been entered in the ADP Enterprise HR
system yet.
This option may be used to estimate retroactive payments for a group of employees
who are undergoing contract negotiations and the rate changes have not yet been
entered in ADP Enterprise HR.

When you select this option, the Employee Selection area fields become available.

6 . If you want to further filter the selected employees to a lower level than pay group or
processing group, select the Filtered option from the Preload Employees field. The
following options are available:

• Filtered - Select this preload option to select specific employees by creating a filter
(on the Preload Filter tab).

• All - Select this preload option to select all available employees for the current pay
group or processing group.

• None (blank).
7 . To change an earnings type, do the following:

 The earnings type table displays selected earnings that were defined a the pay group
level to be included or excluded in the retroactive calculation. You can temporarily
change the earnings type in the Insert earnings to exclude in the list below area.
Changes made here apply to this batch only.

• Earn Type - Select the earnings type.

• Hrs Fld - Select an appropriate hours field number 1-4. This hours field defaults
when the earnings type is selected, but may be overridden here if during the
retroactive period a different hours field is selected that is associated with this
earnings type.

• Description - The description of the Earn Type displays.

 To make these changes permanent, go to the earnings by pay group task to define the
eligible retroactive earnings codes (see the Company Setup and Maintenance Guide for
more information on defining earnings).

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14-6 Creating a Retroactive Pay Batch

8 . If you selected a Retro Calc Type of Employee Selection, enter the following
information in the Employee Selection area:

• Change Pct - Enter a change percent if you want apply this percent to all employees
in the batch. This field is not required unless all employees will have the same
amount.

• Retro Eff Dt - Enter an effective date to apply to the entire batch. This is a required
entry.

• Change Amt - Enter a change amount if you want to apply this amount to all
employees in the batch.
9 . From the Current Cycle area, view the following data for rate change batches only.
These are the dates used to calculate which rate changes are retroactive rate changes:

• Sched Yr - Displays the payroll year.

• Wk Nbr - Displays the week number of the payroll.
• Begin Date 1 - Displays the pay period begin date.
• Begin Date 2 - Displays a second pay period begin date.
• End Date 1 - Displays the pay period end date.
• End Date 2 - Displays the second pay period end date.
• Pay Date 1 - Displays the pay date.
• Pay Date 2 - Displays a second pay date.

1 0. Click (Save).

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 Creating a Retroactive Pay Batch 14-7

Using the Preload Filter

The preload filter is optional for both automatic rate change batches and employee selection
batches. You can use the preload filters to select specific employees, such as employees with
Creating a specific Employee Status values. You must have the Filtered option selected from the
Retroactive Pay Preload Employees field on the Selection Criteria panel before you can set up preload
Batch filters.
Selecting
Employees for 1 . Click the Preload Filter tab to display the Preload Filter panel.
Retroactive Pay

 Using the Preload

Filter

For a description of the

fields on this panel,
press F1.

Figure 14-3. Preload Filter

2 . From the Preload Selection area, select up to four filters, entering the following for each:

a . From the Field Name field, select the appropriate field to be used as selection
criteria.

b. Select the beginning of the range in the From field. ADP Enterprise HR will preload
employee records for a range starting with the field you selected.

 To preload employees from a single department, you simply select a department

from the From field.

c . From the To field, select the end of the range. ADP Enterprise HR will preload
employee records for a range ending with the field you selected.

d. Select an Operator (AND, OR) if necessary. This allows you to use AND/OR
statements when specifying employees to preload. For example, you can preload
from Dept ID 30100 to 40100 or Job Cost Number 12345 to 12347 and Job Code
from 5009 to 5011.

For more information on preloads, see “Preloading Groups of Employees into a Payroll
Batch” on page 4-11.

3 . Click (Save).

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14-8 Creating a Retroactive Pay Batch

You have finished creating a retroactive batch manually.

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 Viewing a Retroactive Pay Batch Summary 14-9

Viewing a Retroactive Pay Batch Summary

The Batch Summary displays all batches that have been created during this payroll cycle
within a pay group or processing group that you have access to.

 For more information on setting up pay group security access, see the Application
Administrator’s Guide.

To display the Batch Summary, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Retroactive Payments

2 . Double-click the Batch Summary task. Only those batches you created are initially
displayed.

For a description of the

fields on this panel,
press F1.

Figure 14-4. Batch Summary Panel

3 . Click Show All Batches to show all available batches entered by all users.

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14-10 Viewing a Retroactive Pay Batch Summary

4 . Click a Batch ID to display the detail information for the batch. The following
information will display depending on the status:

Status Task Displayed

• New Review/Submit task:
• Pending “Reviewing/Submitting a Retroactive Batch”
on page 14-14.
• Transmitted
• Failed (with no messages or results)
• Transmitted with Messages
(results have come in for one pay
group, but the process is not done
yet)

• Complete Results Summary task:

• Complete with Warnings “Reviewing Results and Submitting a

Retroactive Payment” on page 14-17.
• Complete with Errors (but some
file numbers have good results)

• Transmitted with Errors Messages task:

(intermediate status for a processing “Viewing Retroactive Messages”
group. on page 14-38.
• Complete with Errors (all file
numbers errored)
• Transmitted with Errors (errors
have come in for one pay group but
the process is not done yet)
• Partial Results Received (initiates
a new calculation. All results for all
transactions in batch must be
received before you can view them.)

5 . To delete a batch, select the Select check box next to the batch you want to delete, and
click Delete.

6 . To calculate a batch, select the Select check box next to the batch you want to calculate,
and click Calculate.

 Only users with pay group level access can delete or calculate a batch.

7 . Click Refresh to refresh the batch summary panel and view the status of the batch. It may
be necessary to refresh if the batch status is changed.

You have finished learning how to review a retroactive pay batch summary.

Chapter 14: Managing Retroactive Payments

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 Modifying an Employee With Retroactive Pay 14-11

Modifying an Employee With Retroactive Pay

The Modify Employee panel displays the individual requests in each batch. Use this panel to
make the following limited changes to an employee record with retroactive pay:

• For employee selection requests, these rules apply:

– If no pay group or file number is entered, you can enter a pay group or file number.
– You can edit the Pay Group, File Number, Retro Eff Date, From Year, From
Week/PR#, and To Year, To Week/PR# fields, as well as the Rate Changes fields.

– You can insert or delete an employee in a batch as needed for the correct pay group.
The available rate type will be any rate type from the employee’s job record.

• For automated rate changes, these rules apply:

– You can change the rate amount.
 If you change the rate amount for an automated rate change, you must also change it
in the job detail that initiated the change. See “Viewing Retroactive Pay Job Details”
on page 14-36.

– You cannot add a new rate code.

 New rate codes are added as a result of a job change.

– You cannot insert or delete an employee.

– You cannot edit the Pay Group or File Number fields.
To modify an employee record for retroactive pay, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Retroactive Payments

2 . Double-click the Modify Employee task. The Search dialog box displays.

Figure 14-5. Search Dialog Box

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14-12 Modifying an Employee With Retroactive Pay

3 . Select a Pay Group/Group Name, enter a Batch ID, and then click OK. The Modify
Employee panel displays.

For a description of the

fields on this panel,
press F1.

Figure 14-6. Modify Employee Panel

4 . Do one of the following:

• For an empty employee selection (manual) batch, from the File Nbr field, select the
file number for the employee whose information you want to modify, and then press
Tab. The Employee ID displays, and the Rate Type field is populated.

• For all other batches, scroll down to the employee you want to modify.
5 . From the Rate Type field, select or change the rate type. An example of a rate type is
Hourly.

6 . From the Retro Eff Date field, select an effective date for the retroactive payment.

• The From Year and Week/PR# fields display based on the effective retroactive
effective date you selected. You can edit both fields.

• The Retro End Dt field displays the end date for the retroactive payroll. It is set to
one day before the beginning date of the current pay cycle.

• The To Year and Week/PR# fields display based on the retroactive end date. You
can edit both fields.

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 Modifying an Employee With Retroactive Pay 14-13

7 . View the following fields from the Job Information for Existing Rate Change area.
These fields display only if an automatic rate change is selected:

• Job EffDt - The effective date of a job.

• Job EffSeq - The job effective sequence.
• Action - The payment action.
• Reason Code - View the reason for the action.
• Action Date - Displays the employee action this associated with this record.
• Reports To - Displays the employee’s manager.
 In the Modify Employee panel, the Reports To field now includes the option One,
which is assigned to the managers of each reporting hierarchy.

8 . In the Rate Changes area, enter the old rate and new rate, as needed.

9 . Click (Save) to save the changes.

The following figure shows an example of a completed Modify Employee panel.

For a description of the

fields on this panel,
press F1.

Figure 14-7. Modify Employee Panel

You have finished modifying an employee with retroactive pay.

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14-14 Reviewing/Submitting a Retroactive Batch

Reviewing/Submitting a Retroactive Batch

This task allows each retroactive pay request to be reviewed and edited (with restrictions)
before submitting the entire batch. Use the Review/Submit Batch to do the following:

• You can calculate the batch from here

• Delete an individual regardless of the calculation type.
• Sort by date and time to view eligible retroactive employees as they are added to the
batch for automatic rate change batches.

• View additional rate information, if any, through the employee’s Name link.
 You cannot insert new employees from this task for batches created by employee selection
(manual).

To review employees for retroactive pay, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Retroactive Payments

2 . Double-click the Review/Submit Batch task. The Search dialog box displays.

Figure 14-8. Search Dialog Box

3 . From the Pay Group/Group Name field, select a pay group or processing group and
Batch ID. Click OK.

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 Reviewing/Submitting a Retroactive Batch 14-15

The Review/Submit Batch panel displays.

For a description of the

fields on this panel,
press F1.

Figure 14-9. Review/Submit Batch Panel

 To view the Add’l Rates, Rate Type, and Date/Time Added fields, scroll to the right.

4 . View the date and time from the Last Updated Date/Time field to see when the batch
was updated last.

5 . View the total of all the requests in the batch from the Total Number of Requests field.
Only those employees with retroactive eligible rate changes display.

6 . Click Add, to add new retroactive eligible rate changes to the batch. These would be rate
changes that have been added to ADP Enterprise HR since this batch was last updated.

 Once you select Calculate Batch, you cannot add additional employees to the batch.
The Add button does not display for employee selection (manual) batches.

7 . To delete an employee’s rate change, select the employees individually by selecting the
check box in the Select column, then click Delete.

For automatic rate change batches, a dialog box displays; select Yes from the dialog box
if you want the employee’s rate change made ineligible for retroactive payment. If you
select No from the dialog box, the employee will still be eligible for retroactive payment,
but will no longer display in the current batch list.

 You can delete all requests in a batch by clicking the Select All check box and then click
Delete.

8 . To view employee detail and make rate changes, click the underlined employee name.
The employee information will display on the Modify Employee panel. For more
information on the Modify Employee panel, see “Modifying an Employee With
Retroactive Pay” on page 14-11. You cannot change rates for the employee once you
have selected Calculate.

 If you change an employee rate, you must click Refresh to see the updated rate
information on the View/Submit Batch panel.

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14-16 Reviewing/Submitting a Retroactive Batch

9 . View the Add’l Rate check box, which is already selected if additional rates exist. To
view the additional rates, select the employee Name to open the Modify Employee panel,
displaying the selected employee information. For more information on the Modify
Employee panel, see “Modifying an Employee With Retroactive Pay” on page 14-11.

1 0. Click (Save) to save the changes.

You have reviewed and submitted a batch with retroactive pay.

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 Reviewing Results and Submitting a Retroactive Payment 14-17

Reviewing Results and Submitting a Retroactive

Payment

The Results Summary panel displays a summary of the retroactive earnings that were
calculated for the entire selected retroactive period. Use this panel to review the summary of
the retroactive results.

• View additional detail, such as by week or original and recalculated results, by clicking
the employee’s name which links to the additional detail.

• Submit one or more retroactive pay calculations for payment from the Results Summary
panel if appropriate.

 The request status for the entire batch must be complete before you can view the results from
the Results Summary panel.

To begin the payment process and view the retroactive pay results summary, do the
following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Retroactive Payments

2 . Double-click the Results Summary task. The Search dialog box displays.

Figure 14-10. Search Dialog Box

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14-18 Reviewing Results and Submitting a Retroactive Payment

3 . From the Pay Group/Group Name field select a pay group or processing group. Enter a
Batch ID and click OK. The Results Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 14-11. Results Summary Panel

 To view the Date Paid, State, Payroll Status, and Emplid/Rcd# fields, scroll to the right.

4 . Select one of the following actions from the Action field to pay the retroactive earnings
now through CheckMate or on the next payroll through pay data entry or rapid pay data
entry:

• Pay Now - CheckMate - Select this option to calculate the payments immediately
using CheckMate.

• Ineligible - Select this option if the employee is not eligible for retroactive payment
or if the employee was paid some other way. This action sets the retroactive request
to the Not Paid status. Selecting this option prevents this rate from being selected at
a later date for a retroactive calculation.

• Pay thru PDE - Select this option to include the retroactive payments with other pay
data entry on the next payroll processing. Selecting this option causes the retroactive
payments to be accessible only through pay data entry tasks.

• Pay thru Rapid PDE - Select this option to include the retroactive payments with
other pay data entry on the next payroll processing. Selecting this option causes the
retroactive payments to be accessible through either rapid pay data entry or pay data
entry tasks.

 If the retroactive earnings are already paid, the Action field is grayed.

You can take action on any result that has a total gross greater than 0 (zero) and is a
Complete or Complete w/Message request. If the total gross amount is a negative
number, meaning the employee owes money back to the company, this negative pay
data entry must be done manually (for more information on pay data entry, see Chapter
6, “Loading Pay Data from External Sources” in this guide).

5 . If you want to apply the same action to all of the employees listed select that action in the
Action for All field.

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 Reviewing Results and Submitting a Retroactive Payment 14-19

6 . Select how you want to sort the retroactive pay results for the printed report or file from
the Sort Order field. Sort options include:

• (none)
• Dept/Empl
• Dept/FN
• Dept/Name
• Empl ID
• File Nbr
• Name
7 . Click the Print Rpt/Create File button to create and print a report of the retroactive pay
summary results. Clicking this button will also create a CSV file that will include all the
result details, excluding labor distribution or job cost details. You can use the CSV file to
create your own reports of the result details in this batch. The report or file will display
based on the sort options you selected.

8 . If you want to view the retroactive pay detail and special effects for a specific employee,
click the employee link in the Name field to display the Retro Pay Detail panel. For more
information on the Retro Pay Detail panel see “Viewing Retroactive Pay Results by
Week” on page 14-22.

9 . View the following Results Summary fields:

• PG - The employee’s pay group.

• File Nbr - The payment record file number.
• Total Hours - The total hours of the retroactive period.
• Total Gross - The total gross payment for the retroactive period.
• Calc Status - Displays the status from AutoPay of the calculation of retroactive pay.
If a status of 'Warning or Error' displays, go to the detail to view the messages.

• Pay Status - There are four pay status values:

– New - The status that displays after AutoPay returns valid results, or errors
occurred and no action was taken yet.

– In Process - The status during payment submission.

– Paid - The status after payment submission if the request was paid.
– Not Paid - The status after payment submission if ineligible was selected.
• Date Paid - This is the date the retroactive payment was made. For CheckMate
submissions, it is the current date. For rapid pay data entry and pay data entry, is it
pay date 1 from the current transmittal. You can overwrite a defaulted retroactive
paid date from the Date Paid field for completed, non-zero retroactive payments
prior to submitting the payment to either Rapid/Pay Data Entry or CheckMate.

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14-20 Reviewing Results and Submitting a Retroactive Payment

• State - This is the employee’s current home state.

• Payroll Status - Displays whether the employee’s current payroll status: active,
terminated, or leave of absence.

• Emplid/Rcd# - Displays the individual employee ID or record number for

retroactive payment.

1 0. Click (Save). The Submit Payment panel displays from which you can define the
submit process and submit the payment.

For a description of the

fields on this panel,
press F1.

Figure 14-12. Submit Payment Panel

11 . Select an earnings code from the Earn Code field. This is the earnings code assigned to
retroactive earnings. If you have multiple retroactive earnings codes assigned, select the
appropriate code for the selected batch.

1 2. From the New PDE Batch Options area, select one or more of the following pay data
entry batch options:

• Auto Balance Totals - Select this option to create and load control totals for
retroactive pay files. You can select the Auto Balance Totals check box if all the pay
group(s) you are working with have been set up with the Auto Balance option
(System Admin ~ Autolink Setup (Required) ~ Security ~ Pay Group Access ~ Pay
Data Options).

• Include in Current Cycle - Select this option to include the retroactive pay data you
load in the current pay cycle.

• Retain Batch - Select this option to save the retroactive pay data you load. You can
then choose to include it in a future pay cycle.

 When multiple retroactive calculations are done for the same employee in the same
batch, they will be combined into one pay check when they are submitted for payment.

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 Reviewing Results and Submitting a Retroactive Payment 14-21

1 3. Click Run Process to submit the batch for payment.

 If any of the requests in the batch errors during submission this is probably due to paying
employees through both rapid pay data entry and pay data entry. You can only choose
one of these options per batch when you submit to pay data entry. You must correct the
error, re-select the action for each request and re-submit the batch.

You have learned how to create and submit a retroactive payment.

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14-22 Viewing Retroactive Pay Results by Week

Viewing Retroactive Pay Results by Week

View the retroactive weekly pay results from the Retro Pay Detail panel. This task displays
retroactive pay detail and special effects associated with the payroll.

From the Retro Pay Detail panel, you can display Original/Recalculated data from the
original payroll, Distribution data (if it exists) for the calculated difference, Job Cost Details
(if they exist), and/or Error/Warning Messages (if they exist) for the calculated difference.
These options display as links.

The following sections explain how to view retroactive pay results by week:

• Viewing Retro Pay Detail

• Viewing Special Effects

Viewing Retro Pay Detail

This panel contains all display-only fields. Once the calculation is moved to Pay Data Entry,
Rapid Pay Data Entry, or CheckMate, you can adjust the amounts.
Viewing
Retroactive Pay To view the Retro Pay Detail panel, do the following:
Results by Week
1 . Click Payroll and make the following selections:
 Viewing Retro Pay
Detail

Viewing Special Payroll Cycle ~ Retroactive Payments

Effects

2 . Double-click the Results by Week task. The Search dialog box displays.

Figure 14-13. Search Dialog Box

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 Viewing Retroactive Pay Results by Week 14-23

3 . From the Pay Group/Group Name field select a pay group or processing group. Enter
a Batch ID and click OK. The Retro Pay Detail panel displays with the employee
information you selected.

 You can only view retroactive requests to which you have access. For more information
on setting up pay group access, see the Company Setup and Maintenance Guide.

For a description of the

fields on this panel,
press F1.

Figure 14-14. Retro Pay Detail Panel

4 . View the following information:

• Name - This is the name of the employee.

• File Number - This is the employee file number.
• Pay Group - This is the employee’s pay group.
• Year - Displays the year of the payroll.
• PE 1 - Displays the first period ending date of the selected payroll run.
• PE 2 - Displays the second period ending date of the selected payroll run. This
period end date is used for employees defined as pay group 2 employees.

• Week # - Displays the week number and payroll number of the selected payroll run.
Weeks are displayed in descending order.

• PD 1 - Displays the pay date.

5 . If available, click the links to display any of the following information:

a . Click the Original/Recalculation Details link to view the original payroll. For more
information on original/recalculation details, see “Viewing Original or Recalculated
Payroll Data” on page 14-26.

b. Click the Retro Pay Distribution Detail link to view the retroactive pay distribution
data. For more information on retro pay distribution detail, see “Viewing Retroactive
Pay Distribution Data” on page 14-34.

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14-24 Viewing Retroactive Pay Results by Week

c . Click the Job Cost Detail link to view retroactive pay job cost data. For more
information on the job cost detail, see “Viewing Retroactive Pay Job Details”
on page 14-36.

d. Click the Error/Warning Messages link to view retroactive pay error and/or
warning messages.

6 . The information in the following fields reflects the retroactive hours and earnings that
were calculated for the displayed Week #. Use the outer scroll bar to view other weeks if
more than one week was selected for the retroactive calculation. View the following
information:

• Pay# - Displays the pay number of the original pay. If the employee received more
than one paycheck on this payroll, multiple pay numbers display.

• Earn Type - Displays the code assigned to the earnings type.

 You should establish the earnings types using the Earnings task (Payroll ~ Company
Definitions ~ Earnings and Special Accumulators). Although ADP Enterprise HR
accepts any coded earnings, the description will be blank if it is not set up at the
company level.

• Description - Displays the description of the earning type.

• Retro Hours - Displays the hours eligible for retroactive pay.
• Retro Earns - Displays the retroactive earnings.
• Retro Rate - Displays the rate for retroactive pay. This is the retroactive rate and
represents the difference between the old rate on this pay and the new rate.

• SalOT Rate - Displays the effective rate for salary overtime hours.
• Tax Freq - Displays the original frequency used for calculating taxes for the
retroactive pay if it was different than the employee’s base frequency.

• Pychk Tx Frq - Displays the original paycheck tax frequency at which these
earnings were taxed if it was different than the employee’s base frequency. A check
may have either a tax frequency or a paycheck tax frequency but not both.
7 . View the Totals/Pay Period hours and earnings for the retroactive pay.

8 . View the retroactive pay Totals for Employee.

You have viewed retroactive pay detail. Next, view any special effects.

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 Viewing Retroactive Pay Results by Week 14-25

Viewing Special Effects

Special effects are a variety of special processing options such as bonus payroll processing,
various banking options, and so forth. This panel displays any special processing options
Viewing that were in effect when the selected retroactive payroll week # was processed.
Retroactive Pay
Results by Week  For more information on the special effect codes, see “Activating Special Processing
Viewing Retro Pay Features” on page 3-19.
Detail
From the Special Effects panel, you can view the special effects associated with the payroll.
 Viewing Special
Effects 1 . Click the Special Effects tab to display the Special Effects panel.

For a description of the

fields on this panel,
press F1.

Figure 14-15. Special Effects Panel

2 . View the following fields:

• Name - Displays the name of the employee.

• Year - Displays the pay year.
• Week # - Displays the week number of the pay.
• PE 1 - Displays the period ending date of the selected payroll run.
• PE 2 - Displays the period ending date of the selected payroll run.
• PD 1 - Displays the pay date.
• Special Effect - Displays the special effect code.
• Description - Displays the special effect description.

You have viewed the retroactive pay results by week.

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14-26 Viewing Original or Recalculated Payroll Data

Viewing Original or Recalculated Payroll Data

Original and Recalculated data comes from the original payroll. This information is for
display only.

 The data displayed in the Original/Recalculated panel is similar to that displayed in the Retro
Pay Detail panel (Payroll ~ Payroll Cycle ~ Retroactive Payments ~ Results by Week). The
difference is that the rate in the Retro Pay Detail panel is the difference between the original
and new rate and the rates in the Original/Recalculated panel are the original and
recalculated rates. The original calculation data includes all hours and rates paid that week,
not just the rates qualifying for retroactive pay.

This section describes the following:

• Viewing the Original/Recalculated Panel

• Viewing Memos for Retroactive Pay
• Viewing Additional Pay Details
• Viewing Manual Checks

Viewing the Original/Recalculated Panel

To view the Original/Recalculated panel, do the following:

Viewing Original or 1 . Click Payroll and make the following selections:

Recalculated
Payroll Data
Payroll Cycle ~ Retroactive Payments
 Viewing the
Original/Recalcula
ted Panel
2 . Double-click the Original/Recalculated task. The Search dialog box displays.
Viewing Memos for
Retroactive Pay

Viewing Additional
Pay Details

Viewing Manual
Checks

Figure 14-16. Search Dialog Box

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 Viewing Original or Recalculated Payroll Data 14-27

3 . From the Search dialog box, enter the following search criteria. You do not have to use
all the available fields for your search. The more search criteria you enter, the more
refined your results are.
You can also access the panel through the Results Summary panel (Payroll ~ Payroll
Cycle ~ Retroactive Payments ~ Results Summary) which requires no search criteria.

• Pay Group/Group Name - Enter the employee’s pay group or group name. A pay
group is an identifier assigned to a set of employees that are grouped together for
payroll processing purposes.A group name is an identifier assigned to a set of pay
groups that are grouped together for payroll processing purposes.

• Batch ID - Enter a batch ID.

• Request ID - Enter a request ID.
• Payroll Sequence Number - Enter a payroll sequence number.
4 . Click OK. The Original/Recalculated panel displays. The File #, Year, Week, and
Payroll # you have selected display on the task bar of the panel.

For a description of the

fields on this panel,
press F1.

Figure 14-17. Original/Recalculated Panel

5 . View the following fields:

• Name - The name of the employee.

• Pay # - The employee’s pay number.
• Check # - The employee’s check number.
• Total Gross - The employee’s total gross earnings.
6 . View and compare the following fields from the Original and New Calculation areas:

• Type - The earnings type.

• Descr - The earnings description.

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14-28 Viewing Original or Recalculated Payroll Data

• Hours - The number of hours worked for each earnings type.

• Earnings - The amount of earned pay for each earnings type.
• Rate - The pay rate. The left side displays the original rate of pay and the right side
displays the new rate of pay.

• Sal OT Rt - The effective rate for salary overtime hours.

• Tax Freq - Displays the tax frequency on which payroll tax calculations are based
when the period differs from the regular pay frequency.

• Hrs - The total hours for this payment.

• Earns - The total earnings for this payment.

You have viewed original and/or recalculated retroactive pay data. Next, view any memos
related to retroactive pay.

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 Viewing Original or Recalculated Payroll Data 14-29

Viewing Memos for Retroactive Pay

Memo codes allow you to enter numeric data separate from an employee’s hours and
earnings entries. Typical entries are days absent, days late, days worked, mileage, shifts
Viewing Original or worked, 401(k) match, or a deduction in arrears custom adjustment.
Recalculated
Payroll Data To view memo codes associated with the retroactive pay, do the following:
Viewing the
Original/Recalculat
1 . Click the Memo tab. The Memos panel displays.
ed Panel

 Viewing Memos
for Retroactive
Pay

Viewing Additional
Pay Details

Viewing Manual
Checks

Figure 14-18. Memos

 For a description of the fields on this panel, click F1.

2 . View the following fields:

• Name - The name of the employee.

• Pay # - The pay number of the payment.
• Check # - The employee’s check number.
• Total Gross - The total gross payment.
• Memo Code - The memo code(s) associated with the retroactive payment.
• Description - The description of the memo code.
• Memo Amount - The amount of the memo.

You have viewed memos related to retroactive pay. Next, view additional pay details.

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14-30 Viewing Original or Recalculated Payroll Data

Viewing Additional Pay Details

Additional pay details that might impact the retroactive calculation results are displayed on
this panel. These additional pay details might typically be viewed when troubleshooting the
Viewing Original or calculated results.
Recalculated
Payroll Data To view additional pay details associated with the retroactive pay, do the following:
Viewing the
Original/Recalculat
1 . Click the Additional Pay Details tab. The Additional Pay Details panel displays.
ed Panel

Viewing Memos for

Retroactive Pay

 Viewing
Additional Pay
Details

Viewing Manual
Checks

Figure 14-19. Additional Pay Details Panel

 For a description of the fields on this panel, click F1.

2 . View the following fields:

• Name - Displays the name of the employee.

• Pay # - Displays the pay number.
• Check # - Displays the employee’s pay check number.
• Paycheck Tax Frequency - The frequency at which the paycheck is taxed.
• Effective Rate - The effective rate of the pay.
• Gross - The gross amount of the pay.
• Bonus Code - Displays the type of bonus, either Y or F:
– The employer pays the social security/medicare taxes (special action Y).
– The employee pays the social security/medicare taxes (special action F).
• Do Not Extend Indicator check box - If selected, the payroll did not compute hours
posted on that line against the rate. This is an option that can be entered when hours
are posted in pay data entry or rapid pay data entry.

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• Net to Gross Calculation check box - A gross calculation (gross-up) is a transaction

in which you create a check for an employee for an exact net amount and the taxes
and subsequent gross pay are calculated. If selected, the original payroll entry was a
Net to Gross calculation.

• RROP Ind check box - This is the regular rate of pay indicator. If selected, the
effective rate amount for the original payroll contains the RROP for this entry that
was used to extend the premium portion of overtime hours to earnings for an FLSA
overtime employee.
3 . View the following FLSA Information:

• Special Processing Code - FLSA Special Processing code that was entered on the
original payroll input. The options that are available for this code are:
blank - Not applicable.

E - Exclude from FLSA Overtime RROP calculation.

C - Compare and use greater of Effective Rate or RROP.

This field is available if the pay group and employee are set up with FLSA overtime.

• Workweek - Displays the week in which the FLSA calculations are applied. A
workweek is a period of seven consecutive days which remain consistent from
workweek to workweek. This field is available if the pay group and employee are set
up with FLSA overtime to use the workweek. The valid values are workweek 1 and
workweek 2.

• Tip Credit Amount - Displays a tip credit amount if the tip credit feature has been
activated on AutoPay. The tip credit amount ensures minimum wage requirements
are met for tipped employees and works in conjunction with FLSA overtime.

You have viewed additional pay details. Next, view manual check information.

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14-32 Viewing Original or Recalculated Payroll Data

Viewing Manual Checks

Manual checks that were included in the selected payroll week are displayed. Hours
included in these manual checks were not included in the retroactive calculation results that
Viewing Original or were returned from AutoPay. You must determine if the retroactive pay should be calculated
Recalculated on the listed manual checks. If so, you must add the appropriate ones to the retroactive
Payroll Data payment through CheckMate or pay data entry.
Viewing the
Original/Recalculat Since the pay period to which a manual check belongs is not included when a manual check
ed Panel is entered in ADP Enterprise HR, it cannot automatically be included in the retroactive
Viewing Memos for calculation.
Retroactive Pay
To view manual check details associated with retroactive pay, do the following:
Viewing Additional
Pay Details
1 . Click the Manual Checks tab. The Manual Checks panel displays.
 Viewing Manual
Checks

Figure 14-20. Manual Checks Panel

 For a description of the fields on this panel, click F1.

2 . View the following fields:

• Pay # - Displays the pay number.

• Earn Type - Displays the earning type.
• Description - Displays the description of the earn type.
• Hours - Displays the total hours for this earnings within pay.
• Earnings - Displays the amount for each earnings type within pay.

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 Viewing Original or Recalculated Payroll Data 14-33

• Pay Type - The type of payment.

blank - normal (non-C Form) pay.

0 - Job analysis only

1 - Void/Adjustment

2 - Pay to Company

3 - Pay to Employee

• Tax Freq - The tax frequency for a specific entry in a paycheck. It specifies the
period on which payroll tax calculations are based when the period differs from the
regular pay frequency.

• Pychk Tx Frq - The frequency at which the paycheck was taxed for the entire
paycheck if it differs from the regular pay frequency. An entry should have either a
tax frequency or paycheck tax frequency - not both.

• Temp Dept - Department number used to record a pay allocated to a department

other than the home department.

You have completed viewing the original/recalculated information for retroactive pay.

Chapter 14: Managing Retroactive Payments

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14-34 Viewing Distribution and Job Cost Pay Data

Viewing Distribution and Job Cost Pay Data

If there are retroactive payments with distribution or job detail, you can view this
information from a link on the Retro Pay Detail panel. For more information on the Retro
Pay Detail panel, see “Viewing Retroactive Pay Results by Week” on page 14-22.

This section describes the following:

• Viewing Retroactive Pay Job Details

• Viewing Retroactive Pay Distribution Data
• Viewing Retroactive Pay Job Details

Viewing Retroactive Pay Distribution Data

The Distribution Detail panel is available for either cost or department number if the payroll
is a labor distribution payroll. If this panel is available, you can access it from a link on the
Viewing Retro Pay Detail panel (see “Viewing Retroactive Pay Results by Week” on page 14-22).
Distribution and
Job Cost Pay Data 1 . Click the Retro Pay Distribution Detail link. The Distribution Detail-Retro panel
displays. The File Number, Year, and Week # of the data you are viewing displays at
 Viewing
Retroactive Pay the top of the panel.
Distribution Data
Viewing
Retroactive Pay
Job Details

For a description of the

fields on this panel,
press F1.

Figure 14-21. Distribution Detail - Retro Panel

2 . To view individual distribution detail, click the link, which is displayed in the Cost Nbr
field in this figure. The distribution data for the selected link displays in the Selected
Distribution Number area.

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 Viewing Distribution and Job Cost Pay Data 14-35

3 . View the following distribution information:

• Name - Displays the name of the employee.

• Pay # - Displays the pay number for the employee’s retroactive payment.
• Cost Nbr - Displays the cost number.
• Description - Displays the cost number description.
4 . View the following information in the Selected Distribution Number area:

• Earn Type - Displays the earnings type.

• Description - Displays the earnings type description.
• Retro Hours - Displays the hours eligible for retroactive pay.
• Retro Earnings - This field stores the Earnings Type that ADP Enterprise HR uses
for retroactive earnings. N (None Selected) is the default value.

• Retro Rate - Displays the rate for the retroactive pay.

• Hours - Displays the total number of hours for all distributions.
• Earnings - Displays the total amount of earned pay for all distributions.
The following figure shows a Distribution Detail-Retro panel with distribution data
displayed.

For a description of the

fields on this panel,
press F1.

Figure 14-22. Distribution Detail-Retro Panel

You have viewed the retroactive pay distribution data. Next, view job cost detail.

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14-36 Viewing Distribution and Job Cost Pay Data

Viewing Retroactive Pay Job Details

The Job Detail panel is available if there is more than one distribution by job number. If this
panel is available, you can access it and can view job detail for an employee.
Viewing
Distribution and To view the job detail, do the following:
Job Cost Pay Data
1 . Click the Job Number Detail link on the Original/Recalculated panel. The Job Detail
Viewing
Retroactive Pay
Retro panel displays. The File Number, Year, and Week # of the data you are viewing
Distribution Data displays at the top of the panel.
 Viewing
Retroactive Pay
Job Details

Figure 14-23. Job Detail-Retro Panel

 For a description of the fields on this panel, press F1.

2 . To view individual job number detail, click the link, which is displayed in the Jobcost #
field in this panel. The job detail for the selected link displays in the Selected Job
Number area.

3 . View the following job detail information:

• The file number, year, and week number of the data below displays in the task bar
above this panel.

• Name - The name of the employee.

• Pay # - The pay number for the employee’s retroactive payment.
• Jobcost # - The job cost number associated with the employee.
• Description - The description of the job.

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 Viewing Distribution and Job Cost Pay Data 14-37

4 . View the following information in Selected Job Number area:

• Earn Type - The type of earning for the retroactive pay calculation.
• Hours - The number of retroactive pay hours for each earning type.
• Earnings - The amount of earned retroactive pay for each earning type.
• Rate - The pay rate.
5 . View the total hours and earnings for this job.

• Hours - The total hours for this employee.

• Earnings - The total earnings for employee
The following figure shows a Job Detail-Retro panel with job detail displayed.

For a description of the

fields on this panel,
press F1.

Figure 14-24. Job Detail-Retro Panel

You have completed viewing distribution and job cost information.

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14-38 Viewing Retroactive Messages

Viewing Retroactive Messages

Messages for retroactive payments can be viewed on the Messages panel. The messages can
be accessed directly from the task list as described below, or by selecting the batch from the
Batch Summary panel. The following four status types will display on the Batch Summary
panel for batches that have some type of error or warning message.

The messages may be for the entire batch or for an individual employee. Messages displayed
for a retroactive request include the following:

• Transmitted with Errors - applies to the entire batch rather than a specific employee.
This is an intermediate status for a processing group, and would be very rare to see as a
final status. This would mean one or more of the pay groups finished with errors at the
individual level during the incoming process.

• Transmitted with Messages - This message applies to the entire batch rather than a
specific employee. This message only applies when a processing group was used for the
batch. This status indicates results have been received for one pay group but not all.

• Complete with Errors - Some of the individual employee results have error messages.
View the Calc Status for the employee on the Results Summary panel. Employees who
have a Calc Status of Error will have a message link on their Results display.

• Complete with Warnings - Some of the individual employee results have warning
messages. View the Calc Status for the employee on the Results Summary panel.
Employees who have a Calc Status of Warning will have a message link on the results
display.
For more information on the Results Summary panel, see “Reviewing/Submitting a Retroactive
Batch” on page 14-14.

To view the Messages panel, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Retroactive Payments

2 . Double-click the Messages task.The Search dialog box displays.

Figure 14-25. Search Dialog Box

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 Viewing Retroactive Messages 14-39

3 . From the Pay Group/Group Name field select a pay group or processing group. Enter
a Batch ID and click OK. The Messages panel displays.

For a description of the

fields on this panel,
press F1.

Figure 14-26. Messages Panel

4 . View the following information:

• Batch ID - The identification of the batch.

• Pay Group/Group Name - The name of the pay group or group.
• Name - The name of the employee.
• File Nbr - The file number of the employee record.
• PG - The pay group ID.
• Error No - The error number.
• Total Messages - The total number of messages for this record displays.
5 . View any messages from the message area by scrolling down to display each message
and its number.

You have completed viewing messages.

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14-40 Reviewing Retroactive Payments

Reviewing Retroactive Payments

Use the Payment Submitted task to view retroactive payments from the Current Cycle,
CheckMate, and Not Paid panels. These panels are for viewing only; no action may be taken
from them. If you have users who are allowed to view retroactive data but not modify it,
they can be given access to these panels.

 This is basically the same data viewed on the Results Summary panel on which you can
modify information.

The payments are grouped in a batch by the type of payment that was made. The type of
payment selected on the Results Summary panel paying an employee retroactive pay.
Payment actions of Pay thru PDE and Pay thru RPDE display on the Current Cycle panel
of this panel group. Pay Now thru Checkmate displays on the CheckMate panel. And a
selection of Ineligible or no selection displays on the Not Paid panel.

 For more information on the Results Summary, see “Reviewing Results and Submitting a
Retroactive Payment” on page 14-17.

This section describes the following:

• Viewing Current Cycle Payment Information

• Viewing CheckMate Payment Information
• Viewing Retroactive Payment Request Not Paid

Viewing Current Cycle Payment Information

The Current Cycle panel displays the payment submission results by pay group and file
number for Pay Data Entry and Rapid Pay Data Entry. To view current cycle information,
Reviewing do the following:
Retroactive
Payments 1 . Click Payroll and make the following selections:
 Viewing Current
Cycle Payment
Information Payroll Cycle ~ Retroactive Payments

Viewing
CheckMate
Payment 2 . Double-click the Payments Submitted task. The Search dialog box displays.
Information

Viewing
Retroactive
Payment Request
Not Paid

Figure 14-27. Search Dialog Box

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 Reviewing Retroactive Payments 14-41

3 . Select a Pay Group/Group Name and/or enter a Batch ID and click OK. The Current
Cycle panel displays.

For a description of the

fields on this panel,
press F1.

Figure 14-28. Current Cycle Panel

4 . View the following information:

• Batch ID - The batch identification

• Last Update by -The initials of the person who made the last update.
• Batch Name - The name of the batch.
• Name - The employee name.
• PG - The pay group identification.
• File Nbr - The employee file number.
• Earnings - The employee earnings.
• Hours - The employee’s hours from which paid earnings were based.
• Pay Nbr - The pay number for the employee payment.
• Empl ID - The employee’s identification.
• Empl Rcd# - The employee’s record number.
• Paid Date - The date the employee was paid.
• Earnings - The amount the employee was paid.
• Hours - The number of hours for which the employee was paid.

You have viewed current cycle pay information. Next, view CheckMate payment
information.

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14-42 Reviewing Retroactive Payments

Viewing CheckMate Payment Information

The Current Cycle panel displays the payment submission results by pay group and file
number for CheckMate. To view the CheckMate payment information, do the following:
Reviewing
Retroactive 1 . Click the CheckMate tab. The CheckMate panel displays.
Payments
Viewing Current
Cycle Payment
Information

 Viewing
CheckMate
Payment
Information

Viewing
Retroactive
Payment Request
Not Paid

Figure 14-29. CheckMate Panel

 For a description of the fields on this panel, click F1.

2 . View the following information:

• Batch ID - The batch identification.

• Type - Displays the type associated with the batch, pay group or processing group.
• Last Update by -The initials of the person who made the last update.
• Request - Displays the CheckMate request information.
• Name - The name of the employee.
• PG - The pay group identification.
• File Nbr - The employee’s file number.
• Total Gross - The total amount of the employee’s payment.
• Total Hours - The employee’s hours from which paid earnings were based.
• Pay Nbr - The pay number for the employee payment.
• Paid Date - The date the employee is paid.
• Empl ID - The employee’s identification.
• Empl Rcd# - The employee’s record number.

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 Reviewing Retroactive Payments 14-43

• Earnings - The amount the employee was paid.

• Hours - The number of hours for which the employee was paid.
 Only the paid earnings post to Rapid/Pay Data Entry or CheckMate. The hours
display here for reference purposes but are not posted with the payment of
retroactive earnings.

You have viewed CheckMate payment information. Next, view retroactive payment requests
that were not paid.

Viewing Retroactive Payment Request Not Paid

The Not Paid panel displays the unpaid submission results by pay group and file number. To
view the unpaid requests, do the following:
Reviewing
Retroactive 1 . Click the Not Paid tab. The Not Paid panel displays.
Payments
Viewing Current
Cycle Payment
Information

Viewing
CheckMate
Payment
Information

 Viewing
Retroactive
Payment Request
Not Paid

Figure 14-30. Not Paid Panel

 For a description of the fields on this panel, press F1.

2 . View the following information:

• Batch ID - The batch identification.

• Last Update by -The initials of the person who made the last update.
• Name - The name of the employee.
• PG - The pay group identification.
• File Nbr - The employee’s file number.
• Total Gross - The total amount of the employee’s payment.

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14-44 Reviewing Retroactive Payments

• Total Hours - The employee’s paid hours.

• Empl ID - The employee’s identification.
• Empl Rcd# - The employee’s record number.
 To see the total batch including all eligible payments, go to the Results Summary panel (for
more information on the Results Summary panel see “Reviewing Results and Submitting a
Retroactive Payment” on page 14-17).

You have finished viewing submitted payments.

Chapter 14: Managing Retroactive Payments

Payroll Processing Guide
Chapter 15
Synchronizing Employee Information

PAGE TOPIC

15-2 Introduction
15-3 Loading Masterfile Data to Autolink
15-8 Comparing and Correcting Employee Information

Chapter 15: Synchronizing Employee Information

Payroll Processing Guide
15-2 Introduction

Introduction

There are many instances where employee data is shared or duplicated between Autolink
and AutoPay. To ensure that the information is consistent between the databases, Autolink
provides you with the capability to synchronize employee information between Autolink
and AutoPay. This chapter provides information on how to synchronize employee data
between the Autolink and AutoPay databases. Autolink allows you to load masterfile
information (partial) from AutoPay to Autolink. You can also synchronize information by
resending selected information or resetting new hire information.
Before you can use the Autolink data synchronization feature for any specific pay group, you
have to authorize the user to retransmit pay group employee records during Autolink
synchronization. This is done on the Utilities panel (System Admin ~ Security Administration
~ Application ~ Pay Group Access). For more information on setting up pay group access,
see the Application Administrator’s Guide.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

Chapter 15: Synchronizing Employee Information

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 Loading Masterfile Data to Autolink 15-3

Loading Masterfile Data to Autolink

There are many instances where employee data is shared or duplicated between Autolink
and AutoPay. To assist in synchronizing data on AutoPay with data in Autolink, you can
select from automatic labor allocation, cost number, and/or direct deposit data and load that
data (from a .dba file) into Autolink. This is typically done after a mass change has been
performed and the data needs to be brought into Autolink.

To begin loading the data, you first need to request a .dba file from your ADP consultant
immediately following a payroll to synchronize your Autolink data with AutoPay before
changes are made to the payroll data.

 When using the Partial Data Load panel, you have the option to run the process first in audit
mode by selecting the Run audit only check box on the Partial Data Load panel. Using this
option allows you to review and correct any errors the data might contain without actually
loading it into the database. Once the data is error free, you can rerun the process and load
the data into the database. This is a recommended procedure.

For information on loading the entire .dba file, contact your ADP consultant.

Tables of Partial Load Updates

Using the Partial Data Load panel allows you to choose the following types of data to
update: Automatic Labor Allocation, Cost Number, and/or Direct Deposit. This section
Loading Masterfile describes the tables that are updated as part of that process.
Data to Autolink
Table 15-1. Tables Used By DBA Load
 Tables of Partial
Load Updates Table Name Special Rules
Selecting the JOB This table tracks job status information associated with the
Masterfile Data to employment of an individual. Multiple job rows may exist for each
Load
employment row, with the current row determined by the most
Loaded Masterfile recent effective date and greatest effective sequence for that date.
Data
AL_DIR_DEP This table is the parent table of AL_DIR_DEP_DATA which
contains employee level direct deposit account data.
AL_DIR_DEP_DATA This table contains employee specific direct deposit information
and is a child table of AL_DIR_DEP_DATA.
AL_ALA This table is the parent table of AL_ALA_DATA which contains
department, job, or cost number allocations for labor distribution.
AL_ALA_DATA This table contains department, job, or cost number allocations for
labor distribution and is a child table of AL_ALA. Up to
ninety-nine different distributions are permitted.

You have learned what tables are updated as part of the partial load process. Next, you need
to select the masterfile data to load.

Chapter 15: Synchronizing Employee Information

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15-4 Loading Masterfile Data to Autolink

Selecting the Masterfile Data to Load

Use the Partial Data Load panel to select processing options and specify the data you want to
load.
Loading Masterfile
Data to Autolink  Employees must already exist in the Autolink database prior to loading data from AutoPay.
Tables of Partial Errors occur if the employee does not already exist.
Load Updates
To load masterfile data, do the following:
 Selecting the
Masterfile Data to 1 . Select Payroll and make the following selections:
Load

Loaded Masterfile
Data Periodic Payroll Maintenance ~ Load Masterfile Information

2. Double-click the Partial Data Load task. The Search dialog box displays.

Figure 15-1. Search Dialog Box

3. Enter the pay group or processing group you want to work with and click OK. The Partial
Data Load panel displays.

For a description of the

fields on this panel, press
F1.

Figure 15-2. Partial Data Load Panel

Chapter 15: Synchronizing Employee Information

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 Loading Masterfile Data to Autolink 15-5

4. In the Load Date field, select the effective date for the data you are loading. Enter the
effective date for the data you are loading.

Entering a load date that is less than the current date causes a warning dialog box to
display providing you with the option to continue or not.

Once the load process starts, it compares the load date you enter to the current effective
dated row for each employee. If the entered load date is less than the current effective
date for an employee, an error occurs and the data does not load for that employee. If the
load date is greater than the current effective date, the data will load.

5. From the Process Options area, specify how you want the data loaded by selecting one
of the following options.

• Clear work table after load - When the data is loaded into Autolink, the process
loads the tables, WRK_DBA_LOAD and WRK_DBA_LOAD2 to use for the
processing. Select this check box to clear the work tables used for loading the data
after the process is complete.
If not the check box is selected, the data remains in the work table after the process is
complete for you to use.

At the end of the process, the tables contain the EMPLID, and Load Date along with
the .DBA data. You can use these tables to perform additional processing or problem
resolution.

• Load from database - If you did not clear the work tables in a previous load, you
can select this check box to reuse the data in the load work tables. This can save
processing time for the current load process.

• Save after each employee - Select this check box to load employees as separate
transactions. If a fatal error occurs the data loaded before the error is not lost.

• Include employee data in log - Select this check box to include the employee
detail information from the loaded file in the log file. This provides you with a means
of identifying the data that will be updated. This field is unavailable if the Run audit
only check box is selected.

• Run audit only - Select this check box to run an audit report for review without
loading any data.
6. From the Data Selection Options area, select the type of data you want to load from the
following options.

• Automatic Labor Allocation

• Cost Number
• Direct Deposit

Chapter 15: Synchronizing Employee Information

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15-6 Loading Masterfile Data to Autolink

7. Click Process. The Load Files dialog box displays. Typically, the default is the
batch/temp directory.

Figure 15-3. Load Files Dialog Box

8. Select the file(s) you want to load.

• To select consecutive files click the first file, press and hold down SHIFT, and then
click the last item.

• To select files that are not consecutive, press and hold down CTRL, and then click
each file.
9. Once you have selected the file(s) you want to load, click OK. You will receive a
message notifying you that your process has been submitted.

10. Click OK. To confirm successful completion of your process, click (Process
Monitor).

For additional information on using the Process Monitor, see the Application
Administrator’s Guide.

You have just finished loading data into the ADP Enterprise HR database. Next, learn how
data is loaded using the partial load panel.

Chapter 15: Synchronizing Employee Information

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 Loading Masterfile Data to Autolink 15-7

Loaded Masterfile Data

The following describes how certain data is loaded using the partial data load process:

Loading Masterfile • If future-dated rows exist, data is updated as the current row. The data changes are not
Data to Autolink rolled forward to the future-dated row. However, if an updated employee has future-dated
Tables of Partial rows, this is indicated in the .log file.
Load Updates
• Existing effective dated rows are not overlaid. Based on the load date, a new effective
Selecting the
Masterfile Data to
dated row is inserted and becomes the current effective dated row for the pay group/file
Load number.
 Loaded Masterfile • The load process does not create an effective date that is different from the load date.
Data
Data that can not be loaded is detailed in the .log file so you can manually adjust any
effective dates or effective sequence numbers that need adjusting.

• The load process never adjusts an effective date or effective sequence number on an
existing row in the Autolink database.

• An employee could transfer to a new pay group and/or file number causing a different
pay group/file number to exist on a history row for a given employee ID/employee record
number. If the pay group/file number to be updated is on a history row, the load date is
ignored. The maximum effective dated row for the pay group/file number is incremented
using the effective sequence number and the data is loaded as the new current row.

• If job data is loaded for an employee and the load date is equal to the current effective
date for the data to be updated, a new row is inserted and the effective sequence number
is incremented. If the effective sequence number is already 9 (the upper limit for effective
sequence numbers), a warning is generated in the .log file and no row is inserted.

You have completed loading masterfile data to Autolink.

Chapter 15: Synchronizing Employee Information

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15-8 Comparing and Correcting Employee Information

Comparing and Correcting Employee

Information

The following are examples of when you may want to synchronize information between
Autolink and AutoPay:

• When information, which is shared by the Autolink and AutoPay databases, is erroneous
in one of the databases; in other words, the data between Autolink and AutoPay is out of
synch.

• When you want to manually re-enter information in Autolink to correct an error and then
re-transmit the information to AutoPay.
Thus, the Autolink employee synchronization process allows you to re-transmit selected
data for specific employees to AutoPay once the information has been corrected in Autolink.
The corrected information will be re-transmitted to AutoPay when the next Prepare for
Transmission (PFT) is executed.

This section describes the various techniques you can use to synchronize the employee
information in Autolink with the employee information in AutoPay:

• Defining the Synchronization Data

• Using ALUTL013 to Define Synchronization Data
• Reviewing Differences and Selecting Changes
• Printing the Data Synchronization Report (ALUTL012)
• Resetting AutoPay New Hires (ALUTL002)

Chapter 15: Synchronizing Employee Information

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 Comparing and Correcting Employee Information 15-9

Defining the Synchronization Data

The Add Employee(s) panel is used when you have been notified that the Autolink data
should be re-transmitted to coincide with the information in AutoPay. On this panel, you
Comparing and may add the appropriate information that will synchronize employee data between Autolink
Correcting and AutoPay.
Employee
Information In addition, you may use this panel to make corrections for an individual employee and/or to
correct one or more fields of data for that employee. Or, you may select a group of
 Defining the
Synchronization employees and make corrections to one or more fields of data for the entire group. These
Data corrections will be made based on the specific criteria that you select, such as pay group,
Using ALUTL013 to
department ID, location, name, file number, home department, and so forth. The corrections
Define can then be re-transmitted for an employee, or a group of employees.
Synchronization
Data The fields that you select for re-transmission on the Add Employee(s) panel may be viewed
Reviewing on the Review Differences and Select Changes panel (see page 15-16).
Differences and
Selecting Changes  You can also define synchronization data using the Run/Print Comparison task (the
Printing the Data ALUTL013 utility). For more information, see “Using ALUTL013 to Define Synchronization
Synchronization Data” on page 15-12.
Report (ALUTL012)
To add employees and fields to send, do the following:
Resetting AutoPay
New Hires
(ALUTL002)
1 . Select Payroll and make the following selections:

Periodic Payroll Maintenance ~ Compare Employee Data To AutoPay

2. Double-click the Add Employee(s) and Field(s) to Send task. The Add Employee(s)
panel displays.

For a description of the

fields on this panel,
press F1.

Figure 15-4. Add Employee(s) Panel

3. The Differences ID displays a unique identifier after selections have been made.

Chapter 15: Synchronizing Employee Information

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15-10 Comparing and Correcting Employee Information

4. From the Send field, select the name of a field.

 In some instances conditional fields will appear after you select certain values in the
Send field.

You may sort information in the Valid Values for Send dialog box by clicking on one of the
following columns: Field Description, Field Name, Record, or Record Field. Also, you
may move the columns to meet your specific preferences by selecting the column and
holding down the left button on your mouse while dragging the column to another
location.

5. In the for Pay Group field, select a pay group. All fields that use this pay group will only
show values for the selected pay group. If the Pay Group field is left blank, all valid
values display for any pay groups for which the user has synchronization access.

6. From the where field, which is optional, select one of the following categories for which
you want to resend the field:

• Cost Number - If you select this category, then press Tab and select the cost number.
• Deduction Code - If you select this category, then press Tab and select the deduction
code.

• Department ID - If you select this category, then press Tab and select the
department ID.

• Employee ID - If you select this category, then press Tab and select the employee
ID.

• Employee Name - If you select this category, then press Tab and select the employee
name.

• File Number - If you select this category, then press Tab and select the file number.
• Payroll Dept Nbr - If you select this category, then press Tab and select the payroll
department number.
7. Click Add to List to display a list of differences associated with the information you
specified in the previous fields. This button is grayed (as long as records are found from
the Send field entry) until you save the panel.

 If no data is found matching the criteria selected in the Send field, a message displays
that states no employee records were found with data in the field selected; select
another field from the Send field that has data and click Add to List.

8. Click Clear Entries if you want to clear the difference information in the scroll list area
to make another selection.

9. From the grid, view the following fields:

• Empl ID/Field Name - Indicates the employee ID and displays the name of the field
from the record.

• File Number - A unique number used to identify an employee on AutoPay. This

number is located on the Job record.

Chapter 15: Synchronizing Employee Information

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 Comparing and Correcting Employee Information 15-11

• Pay Group - Displays the employee's pay group. A pay group is an identifier
assigned to a set of employees grouped together for payroll processing purposes on
AutoPay. The pay group is equivalent to the AutoPay company code.

• Employee Name/Field Description - Indicates the employee name or a description

of the specific field.

• Table Value - The field value in the ADP Enterprise HR database. This value will be
compared against the equivalent field on the AutoPay mainframe.
10. View the number of entries that are returned.

The following figure shows an example of a completed Add Employees panel.

For a description of the

fields on this panel,
press F1.

Figure 15-5. Add Employee(s) Panel

11. Click (Save) to save your information and to add the data to the Review Differences
and Select Changes panel (see page 15-16) to be re-submitted to AutoPay.

You have defined the synchronization data between Autolink and AutoPay. Next, use the
ALUTL013 utility to process Run/Print Comparison.

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15-12 Comparing and Correcting Employee Information

Using ALUTL013 to Define Synchronization Data

This utility reports the specific differences between the AutoPay masterfile (DBA file) and
the corresponding fields on the ADP Enterprise HR database.
Comparing and
Correcting  The report compares active liens only.
Employee
Information You should use the report periodically to determine that there are no concurrency or
Defining the
synchronization problems between the ADP Enterprise HR database and AutoPay. Specific
Synchronization differences between the two databases are highlighted on the report, with an appropriate
Data explanatory message (for example, “Deduction code not found on the ADP Enterprise HR
 Using ALUTL013 database”).
to Define
Synchronization This procedure can be used as an alternative to using the Add Employee(s) and Field(s) to
Data Send task.
Reviewing
Differences and After you transmit a payroll and it processes on the AutoPay mainframe, request a DBA
Selecting Changes download file from your AutoPay consultant. You must run Step 1: Start New Payroll
Printing the Data
Cycle prior to running the ALUTL013 utility so that it will properly compare only data that
Synchronization has been transmitted.
Report (ALUTL012)
Follow these steps to run the ALUTL013 utility:
Resetting AutoPay
New Hires
(ALUTL002) 1 . Click Payroll and make the following selections:

Periodic Payroll Maintenance ~ Compare Employee Data to AutoPay

2. Double-click the Run/Print Comparison (ALUTL013) task. The Comparison Process

panel displays.

For a description of the

fields on this panel,
press F1.

Figure 15-6. Comparison Process Panel

 Selected options on this panel are saved for the profile ID (operator ID) and are available
the next time the user accesses the panel.

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 Comparing and Correcting Employee Information 15-13

3 . Choose one of the following:

• If you want to simply view a report of the differences without creating entries on the
Review Differences and Select Changes panel, then do not select the Write
differences to sync table check box.

 The Write differences to sync table check box is grayed out when cycle status is
not equal to 1 or 0.

• If you want the differences to appear on the Review Differences and Select Changes
panel, select the Write differences to sync table check box.

– If you select this check box, enter the difference ID in the Difference ID field that
appears.
The difference ID is a value that you established that makes the comparison run
unique, such as a specific date and pay group, or your profile ID (operator ID) and
pay group.

 If you select the Write differences to sync table check box and do not enter a
difference ID, the process will not run.

4. If you want each employee displayed on a separate page, select the Eject page after each
employee check box.

5. If you want to include file numbers for those employees for which no differences were
found, select the Print file numbers for which no differences found check box.

6. From the Payroll Status field, select the payroll status for which you want the database
comparison process to run. You can run the process for all payroll statuses or select one
status. The status options include the following:

• Active - Runs the process for all active statuses.

• Active and LOA - Runs the process for all active and leave-of-absence statuses.
• All - Runs the process for all payroll statuses.
• Terminated (includes deceased) - Runs the process for all terminated (including
deceased) statuses.

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15-14 Comparing and Correcting Employee Information

7 . You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that has been generated. The report label
you enter is appended to the filename of the generated report.

Example:
If you are reporting on pay groups ET1 and ET2 and you enter a report label of
WKLY, the generated reports will have the filenames alutl013_et1_wkly.lis
and alutl013_et2_wkly.lis.

Since using a report label creates a unique filename for the generated report, you can
change the label if you want to run multiple reports for the same pay group without
overlaying the last report. For instance, you may want one report for active employees
and another report for terminated employees.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

8. In the Pay Group(s) field, select the pay group(s) for which you want to compare data.

9. If you selected the Write differences to sync table check box, click (Save).

10. Select report output options that you want to use when you run the report. You can select
any of the options or all three. The report output will default to Report (LIS) if you do
not select an output option. The options include:

• Report (LIS)
• Report (PDF)
• Text File (CSV)

11. Click Run Report. To confirm successful completion of your process, click
(Process Monitor).

 XX displays for a state if the address is a foreign address (not U.S. or Canada).

For additional information on using the Process Monitor, see the Using ADP Enterprise
HR Guide. To view an illustration of the report, see the Standard Reports Guide.

 If no differences are found, the report prints a message “No differences found.”

You’ve learned how to use ALUTL013 to create a Run/Print Comparison report, and how to
make those differences appear on the Review Differences and Select Changes panel. The
next section describes how to actually review those differences and select the changes you
want to make.

Chapter 15: Synchronizing Employee Information

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 Comparing and Correcting Employee Information 15-15

Reviewing Differences and Selecting Changes

The Review Differences and Select Changes panel displays specific differences between the
Autolink and AutoPay employee data. The employee data can be selected for
Comparing and re-transmission. You can view each difference side-by-side: the table field value for ADP
Correcting Enterprise HR next to the AutoPay field value. Fields that have been selected to be
Employee re-transmitted on the Add Employee(s) panel are also shown on this panel.
Information
Defining the You specify the particular information that you want to re-transmit by selecting the
Synchronization appropriate data in the Select By and Sort By fields. These fields allow you select specific
Data records for re-transmission, and to define how you want the data sorted.
Using ALUTL013 to
Define To view a list or select information to be re-transmitted for Autolink and AutoPay
Synchronization synchronization, perform the following steps:
Data
1 . Select Payroll and make the following selections:
 Reviewing
Differences and
Selecting Changes
Periodic Payroll Maintenance ~ Compare Employee Data To AutoPay
Printing the Data
Synchronization
Report (ALUTL012)
Resetting AutoPay
2. Double-click the Review Differences and Select Changes task. The Search dialog box
New Hires displays.
(ALUTL002)

Figure 15-7. Search Dialog Box

3. In the Differences ID field, enter the value that makes the comparison run unique, such
as a specific date and pay group, or your profile ID (operator ID) and pay group.

4. Select the Pay Group.

Chapter 15: Synchronizing Employee Information

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15-16 Comparing and Correcting Employee Information

5. Click OK. The Review Differences and Select Changes panel displays.

 If Prepare For Transmission (PFT) has been run, all the fields on the panel are grayed. A
message displays on the top section of the panel indicating that you may not make
changes to the pay group in the current cycle status.

For a description of the

fields on this panel,
press F1.

Figure 15-8. Review Differences And Select Changes Panel

6. To define a category for particular differences (such as File Number or Pay Group),
enter or select an option from the Select by field and press Tab.
If you choose another option in the Select by field before saving the information you
have already changed, any status change that you made for that particular option will not
be saved.

Also, if you want to view the original list of records, in the Select by field, select All.

7. Click the prompt button (see Figure 15-9) to view the available fields for the Select By
option you chose.

 If you do not have the appropriate user security, the prompt button will not display. For
more information, see “You’ve learned how to resend new hire records to AutoPay.”
on page 15-22.

8. To specify how you want the records sorted, select an option from the drop-down list on
the Sort By field.

9. Depending on the order you want the fields to display, select either Ascending or
Descending.

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 Comparing and Correcting Employee Information 15-17

1 0. For each employee record, you can select the Send or Ignore check box, as follows:

• Send—Specifies that the item has been selected for re-transmission to AutoPay.
• Ignore—Specifies that the employee data will not be re-transmitted.
 When a difference is selected to be ignored, and you save the entry and close the
Differences Selection panel, and then reopen the Differences Selection panel, you won’t
see the entries you marked as Ignore unless you select the All option or the Send
Status=Ignore option from the Select by field.

11. View the following information in the scrollable area:

• Status - Indicates the status of the record.

• Pay Group - Displays the employee’s pay group.
• Table Field - Indicates the table and field in the ADP Enterprise HR database that is
being compared to the equivalent field in AutoPay.

• DBA Field - Indicates the equivalent field in AutoPay.

• Employee ID - Displays the specific employee ID for the specific differences ID.
• File Number - A unique number used to identify an employee on AutoPay. This
number is located on the Job record.

• Table Value - Indicates the actual value of the field in the ADP Enterprise HR
database that is being compared to the equivalent value in AutoPay.

• DBA Value - Indicates the equivalent value in AutoPay.

12. Select Send All to re-submit all the listed employee records for processing with the
payroll.

13. Select Ignore All to specify that all the listed employee data will not be re-transmitted.

14. Select Clear All to reset all the options to their original default status and record status
of New.

15. If there are more than 500 rows returned within a scrolled area, the Previous and Next
buttons become available; click the Next button to view the next records, or click the
Previous button to view the previous records.

16. View the number of differences that are displaying. If no differences are found, then a
message will display “No Differences found.”

Chapter 15: Synchronizing Employee Information

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15-18 Comparing and Correcting Employee Information

The following figure shows an example of a Review Differences and Select Changes
panel with a specific Select by option.

For a description of the

fields on this panel,
press F1.

Figure 15-9. Review Differences and Select Changes Panel

17. Click (Save).

You can print a report that displays the employee data that was synchronized. For more
information, see “Printing the Data Synchronization Report (ALUTL012)” on page 15-19.

You have completed reviewing differences between the Autolink employee data, and the
AutoPay employee data, and making any changes. Next, you can print a report that displays
the employee data that was synchronized.

Chapter 15: Synchronizing Employee Information

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 Comparing and Correcting Employee Information 15-19

Printing the Data Synchronization Report

(ALUTL012)
The Print Changes Report (ALUTL012) report is generated after you have selected data to
re-transmit to AutoPay for synchronization purposes.
Comparing and
Correcting To print this report, follow these steps:
Employee
Information 1 . Select Payroll and make the following selections:

Defining the
Synchronization
Data Periodic Payroll Maintenance ~ Compare Employee Data to AutoPay

Using ALUTL013 to
Define
Synchronization 2. Double-click the Print Changes Report (ALUTL012) task. The Changes Report panel
Data displays.
Reviewing
Differences and
Selecting Changes

 Printing the Data

Synchronization
Report
(ALUTL012)

Resetting AutoPay
New Hires
(ALUTL002)

Figure 15-10. Changes Report Panel

 For a description of the fields on this panel, press F1.

3. Select the differences ID and pay group combination from the Enter Differences ID/Pay
Group field. The Differences ID/Pay Group is the value that makes the comparison run
unique.

4. If you want a report with a specific send status, you can choose that status from the
Report Records with Send Status of field.

Leave this field blank if you want a report for all records.

Chapter 15: Synchronizing Employee Information

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15-20 Comparing and Correcting Employee Information

5 . From the Sort Option field, select a report heading by which you want to sort the report.

The following figure shows a completed Changes Report panel.

For a description of the

fields on this panel,
press F1.

Figure 15-11. Changes Report Panel

6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has completed, click (Report Outputs) to
view the report.

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. For details on sources, sort order, and an illustration of the report, see
the Standard Reports Guide.

You’ve learned how to generate and view the Print Changes Report (ALUTL012) report.

The next section explains the ALUTL002 utility, which is used to reset AutoPay new hires.

Chapter 15: Synchronizing Employee Information

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 Comparing and Correcting Employee Information 15-21

Resetting AutoPay New Hires (ALUTL002)

ALUTL002 is a utility that deletes all of the shadow tables (used to store employee
differences) for an individual employee. This utility resets the shadow tables so that
Comparing and Autolink can send them as new hires. Use this utility when it is necessary to resend a new
Correcting hire to AutoPay for an individual employee.
Employee
Information Follow these steps:
Defining the
Synchronization 1 . Select Payroll and make the following selections:
Data

Using ALUTL013 to
Define
Periodic Payroll Maintenance ~ Compare Employee Data to AutoPay
Synchronization
Data

Reviewing 2. Double-click the Select New Hires to Send (ALUTL002) task. The Select New Hires
Differences and panel displays.
Selecting Changes

Printing the Data

Synchronization
Report (ALUTL012)

Resetting AutoPay
New Hires
(ALUTL002)

Figure 15-12. Select New Hires Panel

 For a description of the fields on this panel, press F1.

3. Select the pay group of the employee from the Pay Group field whose new hire record
you want to resend to AutoPay.

4. Select the new hire file number of the employee from the File Number field whose new
hire record you want to resend to AutoPay.

5. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. To confirm completion of your process, click (Process
Monitor).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide.

Chapter 15: Synchronizing Employee Information

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15-22 Comparing and Correcting Employee Information

You’ve learned how to resend new hire records to AutoPay.

Chapter 15: Synchronizing Employee Information

Payroll Processing Guide
Chapter 16
Using Autolink Utilities

PAGE TOPIC

16-2 Introduction
16-3 Copy Autolink Pay Group Tables (ALUTL001)
16-5 Reset AutoPay New Hires (ALUTL002)
16-7 AutoPay Mass Change Program (ALUTL006)
16-10 AutoPay Local Tax Code Change Program (ALUTL007)
16-12 Load FSA Balances (ALUTL008)
16-13 Rehire Logically Deleted Employees (ALUTL011)
16-15 Printing the Data Synchronization Report (ALUTL012)
16-17 ADP Enterprise HR-Masterfile Differences (ALUTL013)
16-21 Import from eTIME (ALUTL014)
16-22 Running the Payroll Table Comparison Report (ALUTL015)
16-24 Update Consolidated Check Table (ALUTL017)
16-26 Activate Employee FLSA Overtime (ALUTL018)
16-28 CCI Messaging Mass Send (ALUTL020)
16-30 Pay Group Employee Synchronization (ALUTL021)
16-33 Reassigning Employee IDs from Social Security Numbers (ALUTL022)
16-36 Copy Pay Group Files
16-41 Deleting Deduction Calculations, Year-to-Date, Check Detail History
(ALUTL026)
16-46 Salaried Employee Proration (ALUTL027)
16-49 Deleting Employee IDs (UTL020)

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
16-2 Introduction

Introduction

Autolink includes a set of utility programs and reports that help you manage the database.
This chapter provides an overview of each utility.

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
 Copy Autolink Pay Group Tables (ALUTL001) 16-3

Copy Autolink Pay Group Tables (ALUTL001)

Use this utility to copy pay group specific tables (including mapped fields) from one pay
group to another. Use this utility when setting up pay groups during implementation or when
creating a new pay group. This would include the Autolink tables that store home
department, job cost, special accumulators, memo codes and so on.

To run the Copy Pay Group Tables utility, click Payroll and make the following selections.

Autolink Reports ~ Utilities

1. Double-click the Copy Pay Group Tables (ALUTL001) task. The Copy Pay Group
Tables panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-1. Copy Autolink Pay Group Tables Panel

2. From the Source Pay Group field, select the pay group from which you want to copy the
tables.

3. Select one of the following options:

• Select the Copy All Tables check box if you want to copy all the tables listed.
• Select Copy New Data Only if you want to copy only data that changed
• Select Replace Existing Data if you want all the table data replaced for the pay
groups you selected to copy to.
4. Select the check box for each specific table listed in the Copy Specific Tables area that
you want to copy if you have not already selected Copy All Tables (see Step 3).

Chapter 16: Using Autolink Utilities

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16-4 Copy Autolink Pay Group Tables (ALUTL001)

5. From the Destination Pay Group/Group Name field, select the new pay group to which
you want to copy the tables.

 The pay group that you are copying to must be set up before the copy.

6. If you want to add another pay group to copy to, click (Insert Row) and select the
next pay group from the added row.

7. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK.

8. To confirm successful completion of your process, click (Process Monitor).

9. To view the report, click (Reports Output). When the Report Outputs dialog box
displays, highlight your report and click (View). A secondary browser window
displays your report.

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide. For details on sources, sort order, and an illustration of the
report, see the Standard Reports Guide.

10. To print your report, click (Print).

You have finished copying tables from one pay group to another.

Chapter 16: Using Autolink Utilities

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 Reset AutoPay New Hires (ALUTL002) 16-5

Reset AutoPay New Hires (ALUTL002)

This utility deletes all of the shadow tables (used to store employee differences) for an
individual employee. For example, use this utility if you’ve already run “Setup for Next
Cycle” and, for some reason, some employee records did not transfer to the mainframe. This
utility resets the shadow tables so that Prepare for Transfer can resend them as new hires.

Use this utility when it is necessary to resend a new hire record to the AutoPay mainframe
for an individual employee. For instance, you would use this utility if AutoPay rejects a new
hire record or if you’ve run “Setup for Next Cycle” after adding the new hire, but failed to
transmit the payroll to ADP Enterprise HR.

To run the Reset AutoPay New Hires utility, do the following:

1 . Click Payroll and select the following:

Autolink Reports ~ Utilities

2. Double-click the Reset AutoPay New Hires (ALUTL002) task. The Reset AutoPay
New Hires panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-2. Select New Hires Panel

3. Select the Pay Group of the employee whose new hire record you want to resend to
AutoPay.

4. Select the new hire File Number of the employee whose new hire record you want to
resend to AutoPay.

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
16-6 Reset AutoPay New Hires (ALUTL002)

5. Click Run Report. You will receive a message notifying you that your process has been
submitted and then click OK.

6. To confirm successful completion of your process, click (Process Monitor). The

new hire you selected is reset for Autopay.

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide.

You have finished running the Reset AutoPay New Hires utility. The following section
contains the field descriptions for the Reset AutoPay New Hires panel.

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
 AutoPay Mass Change Program (ALUTL006) 16-7

AutoPay Mass Change Program (ALUTL006)

ADP Enterprise HR includes many powerful data entry functions for performing
maintenance to large volumes of data. However, it may be necessary for you to request that
a mass change be performed directly on the AutoPay masterfile. This utility performs mass
changes of pay groups and/or file numbers of employees.

 Make a backup copy of your ADP Enterprise HR database prior to running either the Mass
Change or Local Tax Code Change programs.

The specific situations that may require a mass change to pay groups or file numbers on the
AutoPay master file are as follows:

• Pay Group Spin Off - A single pay group is split into two or more new pay groups.
• Pay Group Merge- Multiple pay groups are merged into a single pay group.
• Resequencing File Numbers - File numbers are re-sequenced within a pay group for
administrative purposes and to correct sequence problems.
The Mass Change utility is a SQR program designed to work with output from AutoPay to
ensure that the ADP Enterprise HR and AutoPay database remain synchronized when these
mass change operations are performed.

The Mass Change utility:

• Does not change the employee type.

• Changes pay frequency to match new pay group tasks.
• Changes the gross calculation to match a new pay group.
• Updates additional employee-level fields for a new pay group including these fields:
– Rate 1
– Payroll Standard Hours
– Hourly Rate 2 (salaried employees)
– FLSA overtime
 Mass changes on AutoPay should only be performed for the scenarios described above.
Other types of employee data changes performed on AutoPay using a mainframe mass
change utility will result in database synchronization problems between the AutoPay
masterfile and Autolink tables.

Chapter 16: Using Autolink Utilities

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16-8 AutoPay Mass Change Program (ALUTL006)

The Mass Change utility reflects changes that result from spin-offs, merges, and
re-sequencing. It is run for a single pay group. Run this utility as follows:

1 . Request that your ADP consultant create two data files as follows:

• The first data file, labeled “Before,” should be processed prior to the AutoPay mass
change.

• The second data file, labeled “After,” should be processed after the AutoPay mass
change.
Your ADP consultant will run a special Management Report (MR) to produce these data
files for you. These data files should be in the following format: Company Code (.cco),
File Number (.fil), and Social Security Number (.SSU).

2. Download the MR data files using the Cycle, Receive Files function. The files will be
stored in your Autolink files directory as specified during installation and setup.

3. Click Payroll and make the following selections:

Autolink Reports ~ Utilities

4. Double-click the AutoPay Mass Change Program (ALUTL006) task. The AutoPay
Mass Change Program panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-3. AutoPay Mass Change Program Panel

5. In the Effective Date field, enter the effective date for this process. It is recommended
that the effective date should fall within the period end date of your next payroll. Contact
your ADP consultant to obtain the correct effective date to use for this process.

6. Enter the “Before” and “After” filenames in the File Name Before Mass Change and
File Name After Mass Change fields. Both files must be present or the program displays
an error message.

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 AutoPay Mass Change Program (ALUTL006) 16-9

7. Select the Copy employee HSA data for matching plans check box to copy any HSA
(health savings account) employee-level HSA data for matching HSA plans. When the
original pay group is entered, the HSA information will display with the pay group’s
active HSA plans as of the effective date; at least one HSA plan must be set up for the
selected pay group to display the HSA fields. The Copy employee HSA data for
matching plans check box becomes available if at least one HSA plan matches either the
original or destination plan.

 If the Effective date is changed, the original HSA information is refreshed and either new
data displays as of the changed effective date, or no data is found and the HSA
information is hidden.

8. From the Original Pay Group HSA Information area, view the following information:

• HSA Plan - Active HSA plan codes for the original pay group as of the effective date
entered.

• Ded Cd - The deduction code assigned to the plan code.

• Memo Code - The memo code assigned to the plan code.
9. From the Destination Pay Group HSA Information area, view the following
information:

• HSA Plan - Active HSA plan codes for the destination pay group as of the effective
date entered.

• Ded Cd - The deduction code assigned to the plan code.

• Memo Code - The memo code assigned to the plan code.
10. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide. For details on sources, sort order, and an illustration of the
report, see the Standard Reports Guide.

 The program automatically terminates the “Before” records contained in the Job table for
each Autolink pay group/file number combination, and creates new Job records with the
new pay group/file number (transfer). The program reflects these changes in the other
appropriate Autolink tables.

A report is produced listing the old and new pay group/file numbers for each of the
records processed. The report also identifies any errors that occurred during processing
(for example, employee does not exist on database, old file number not found, duplicate
file number, and so on).

You have completed running the AutoPay Mass Change Program.

Chapter 16: Using Autolink Utilities

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16-10 AutoPay Local Tax Code Change Program (ALUTL007)

AutoPay Local Tax Code Change Program

(ALUTL007)

The Local Tax Code Change Utility makes changes to the ADP Enterprise HR database
when a local taxing authority makes a change to tax rates that causes a change in the local
tax code, but does not require a file number change. The tax code change is implemented on
AutoPay by your ADP Consultant. When the ADP Consultant has completed the change,
complete the following steps (you do not need an output file from AutoPay to use this
program):

1 . Click Payroll and make the following selections:

Autolink Reports ~ Utilities

2. Double-click the Autolink Local Tax Code Change Program task. The AutoPay Local
Tax Code Change Program panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-4. AutoPay Local Tax Code Change Program Panel

3. Enter the pay group into the Pay Group field.

4. Enter the old local tax code you are changing in the Old Local Tax Code field.

5. Enter the new local tax code in the New Local Tax Code field.

6. Select the Delete Old Local Tax Code check box if you want the old local tax code to
be deleted.

 Make a backup copy of your ADP Enterprise HR database prior to running either the
Mass Change or Local Tax Code Change programs.

Chapter 16: Using Autolink Utilities

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 AutoPay Local Tax Code Change Program (ALUTL007) 16-11

7. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. To confirm successful completion of your process, click
(Process Monitor).

The program inserts a new effective-dated records in the Tax Data table with the new
local tax code for all records that match the old pay group/local tax code.

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You have completed running the AutoPay Local Tax Code Change Program.

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
16-12 Load FSA Balances (ALUTL008)

Load FSA Balances (ALUTL008)

Use this utility to download your FSA balances from AutoPay. This utility runs the custom
interface to the Benefits module. Run this utility after loading the Balances from AutoPay. If
you are a new or existing client who has already loaded balances to AutoPay, you may
request a year-to-date file from your ADP consultant.

For more information on loading files, refer to “Manually Loading Files to ADP Enterprise
HR” on page 10-9.

To load FSA balances, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Utilities ~ Load FSA Balances (ALUTL008)

2. Double-click the Load FSA Balances (ALUTL008) task. The Load FSA Balances panel
displays.

3. No input is required for this report. Click Run Report to submit the report.

You will receive a message notifying you that your process has been submitted. Click
OK. To confirm successful completion of your process, click (Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You have finished running the Load FSA Balances utility.

Chapter 16: Using Autolink Utilities

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 Rehire Logically Deleted Employees (ALUTL011) 16-13

Rehire Logically Deleted Employees (ALUTL011)

Using this program, you can rehire multiple logically deleted employees at one time.
Additionally, you can enter the pay group, file number, employee ID, and date and run the
program to reset the file number to activate and create shadow table records for the file
number. It also produces a report of the employee information found along with the rehire
date.

 Use this utility only upon instruction to do so from your ADP consultant.

1 . Click Payroll and make the following selections:

Payroll Maintenance ~ Utilities

2. Double-click the Logically Deleted Rehire (ALUTL011) task. The Logically Deleted
Rehire panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-5. Rehire Logically Deleted Employees Panel

3. Select the Run Audit Only check box to run the report without affecting the status of any
employee.

4. Select the pay group from the Pay Group field containing the logically deleted
employee.

5. Select the file number of the logically deleted employee from the File Nbr field.

6. Select the employee ID of the logically deleted employee from the Empl ID field. The
Name displays.

7. Select the Rehire Date for the employee.

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16-14 Rehire Logically Deleted Employees (ALUTL011)

8. Select the Sort Field, such as Employee ID, by which to sort the employees. The Field
Name of the Sort Field you choose displays. Click Run Report. You will receive a
message notifying you that your process has been submitted. Click OK.

9. To confirm successful completion of your process, click (Process Monitor).

10. To view the report, click (Reports Output). When the Report Outputs dialog box
displays, highlight your report and click (View). A secondary browser window
displays your report.

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

11. To print your report, click (Print).

You have finished resetting the employee’s status to active.

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
 Printing the Data Synchronization Report (ALUTL012) 16-15

Printing the Data Synchronization Report

(ALUTL012)

The Print Changes Report (ALUTL012) report is generated after you have selected data to
re-transmit to AutoPay for synchronization purposes.

To print this report, follow these steps:

1 . Select Payroll and make the following selections:

Periodic Payroll Maintenance ~ Compare Employee Data to AutoPay

2. Double-click the Print Changes Report (ALUTL012) task. The Changes Report panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 16-6. Changes Report Panel

3. Enter the differences ID in the Enter Differences ID field.

The Differences ID is a value that you established that makes the comparison run unique,
such as a specific date and pay group, or your profile ID (operator ID) and pay group.

4. In the Select Pay Group field, enter the pay group for which you want the report created.

5. If you want a report with a specific send status, you can choose that status from the
Report Records with Send Status of field.

Leave this field blank if you a report for all records.

6. From the Sort Option field, select a report heading by which you want to sort the report.

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16-16 Printing the Data Synchronization Report (ALUTL012)

7. You will receive a message notifying you that your process has been submitted. Click
OK. When the process has completed, click (Report Outputs) to view the report.

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. For details on sources, sort order, and an illustration of the report, see
the Standard Reports Guide.

For more information see “Printing the Data Synchronization Report (ALUTL012)”
on page 15-19.

You have completed running the Printing the Data Synchronization Report.

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
 ADP Enterprise HR-Masterfile Differences (ALUTL013) 16-17

ADP Enterprise HR-Masterfile Differences

(ALUTL013)

This utility reports the specific differences between the AutoPay masterfile (DBA file) and
the corresponding fields on the ADP Enterprise HR database.

You should use the report periodically to determine that there are no concurrency or
synchronization problems between the ADP Enterprise HR database and AutoPay. Specific
differences between the two databases are highlighted on the report, with an appropriate
explanatory message (for example, “Deduction code not found on the ADP Enterprise HR
database”).

This procedure can be used as an alternative to using the Add Employee(s) and Field(s) to
Send task.

After you transmit a payroll and it processes on the AutoPay mainframe, request a DBA
download file from your AutoPay consultant. You must run Step 1: Start New Payroll Cycle
prior to running the ALUTL013 utility so that it will properly compare only data that has
been transmitted.

 For more information on the synchronizing data see “Using ALUTL013 to Define
Synchronization Data” on page 15-12.

To run the ADP Enterprise HR-Masterfile Differences, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Utilities ~ ADP Enterprise HR-Masterfile Differences (ALUTL013)

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16-18 ADP Enterprise HR-Masterfile Differences (ALUTL013)

2. Double-click the ADP Enterprise HR-Masterfile Differences (ALUTL013) task. The

ADP Enterprise HR-Masterfile Differences panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-7. ADP Enterprise HR-Masterfile Differences Panel

3. Choose one of the following:

• If you want to simply view a report of the differences without creating entries on the
Review Differences and Select Changes panel, then do not select the Write
differences to sync table check box.

• If you want the differences to appear on the Review Differences and Select Changes
panel, activate the Write differences to sync table check box.

– If you select this check box, enter the difference ID in the Difference ID field that
appears.
The Difference ID is a value that you established that makes the comparison run
unique, such as a specific date and pay group, or your profile ID (operator ID) and
pay group.
4. Select the Eject Page after each employee check box if you want each employee listed
on a separate page.

5. Select the Print files numbers for which no differences found check box if you want
a list of file numbers for those employees for which differences were found.

6. If you want to include file numbers for those employees for which no differences were
found, select the Print file numbers for which no differences found check box.

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 ADP Enterprise HR-Masterfile Differences (ALUTL013) 16-19

7. From the Payroll Status field, select the payroll status for which you want the database
comparison process to run. You can run the process for all payroll statuses or select one
status. The status options include the following:

• Active - Runs the process for all active statuses.

• Active and LOA - Runs the process for all active and leave-of-absence statuses.
• All - Runs the process for all payroll statuses.
• Terminated (includes deceased) - Runs the process for all terminated (including
deceased) statuses.
8. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that has been generated. The report label
you enter is appended to the filename of the generated report.

Example:
If you are reporting on pay groups ET1 and ET2 and you enter a report label of
WKLY, the generated reports will have the filenames alutl013_et1_wkly.lis
and alutl013_et2_wkly.lis.

Since using a report label creates a unique filename for the generated report, you can
change the label if you want to run multiple reports for the same pay group without
overlaying the last report. For instance, you may want one report for active employees
and another report for terminated employees.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

9. In the Pay Group(s) field, select the pay group(s) for which you want to compare data.

10. If you selected the Write differences to sync table check box, click (Save).

11. Select report output options that you want to use when you run the report. You can select
any of the options or all three. The report output will default to Report (LIS) if you do
not select an output option. The options include:

• Report (LIS)
• Report (PDF)
• Text File (CSV)

12. Click Run Report. To confirm successful completion of your process, click
(Process Monitor).

 XX displays for a state if the address is a foreign address (not U.S. or Canada).

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16-20 ADP Enterprise HR-Masterfile Differences (ALUTL013)

For additional information on using the Process Monitor, see the Using ADP HR
Enterprise Guide. To view an illustration of the report, see the Standard Reports Guide.

 If no differences are found, the report prints a message “No differences found.”

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

13. To print your report, click (Print).

You have finished running the ADP Enterprise HR-Masterfile Differences utility.

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
 Import from eTIME (ALUTL014) 16-21

Import from eTIME (ALUTL014)

This utility moves company level time and attendance masterfile information from eTIME
to ADP Enterprise HR. To import from eTIME, do the following:

1 . Click Payroll and select the following:

Employee Information and Processes ~ Time and Attendance Interface – eTIME ~ Import
from eTIME (ALUTL014)

2. Double-click the Import from eTIME (ALUTL014) task. The Import from eTIME
panel displays.

3. No input is required for this report. Click Run Report to submit the report.

You have finished running the Import from eTIME.

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
16-22 Running the Payroll Table Comparison Report (ALUTL015)

Running the Payroll Table Comparison Report

(ALUTL015)

Run the Payroll Table Comparison report to ensure that pay groups with employee transfer
activity are standardized. The report compares the following information:

• Accumulator codes
• Controlled hours codes
• Deduction codes
• Department numbers
• Earning codes
• Job numbers
• Local, state, and SUI tax codes
• Memo codes
• Cost Numbers
 You can also run this report periodically to verify that pay group information is standardized.

To run the Payroll Table Comparison report, do the following:

1 . Click the Payroll functional group.

2. From the Task Manager, make the following selections:

Autolink Reports ~ Utilities

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 Running the Payroll Table Comparison Report (ALUTL015) 16-23

3. Double-click the Payroll Table Comparison Report (ALUTL015) task. The Payroll
Table Comparison panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-8. Payroll Table Comparison Panel

4. Select the Base Pay Group that you want to compare.

5. Compare the information in this pay group to other pay groups, by doing one of the
following:

• Select the Compare All Pay Groups check box to compare the information between
all Pay Groups in the ADP Enterprise HR database.

• Select individual pay groups under Pay Group(s) To Compare.

 Click (Insert Row) to specify multiple pay groups.

6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has completed, you can view your file by
clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. For details on sources, sort order, and an illustration of the report, see
the Standard Reports Guide.

You have finished running the Payroll Table Comparison Report.

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
16-24 Update Consolidated Check Table (ALUTL017)

Update Consolidated Check Table (ALUTL017)

The Update Consolidated Check Table (ALUTL017) utility updates the Consolidated Check
Detail Table from the data loaded into the primary Check Detail table.

As part of the load files process, you can populate the Consolidated Check Detail Table or
you use the Update Consolidated Check Table (ALUTL017) utility to populate Consolidated
Check Detail Table as a process separate from the Load process.

For more information on loading files, refer to “Manually Loading Files to ADP Enterprise
HR” on page 10-9.

The Update Consolidated Check Table (ALUTL017) utility can be used to completely
replace the data in the Consolidated Check Table with data from a time period that is entered
on the Update Consolidated Check Table panel. You can also use this process to delete older
check detail from the table. The Consolidated Check Table can become quite large as it
contains all the checks that are issued for your organization. In order to maximize
performance you should only retain the minimum check data required for your reporting
needs in this table.

To update the consolidated check table, do the following:

1 . Click Payroll and make the following selections:

Periodic Payroll Maintenance ~ Update Consolidated Check Table

2. Double-click the Update Consolidated Check Table (ALUTL017) task. The Update
Consolidated Check Table panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-9. Update Consolidated Check Table Panel

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 Update Consolidated Check Table (ALUTL017) 16-25

3. In the From Period End Date field, enter the date for the beginning of the date range to
load.

4. In the To Period End Date field, enter the date for the end of the date range to load.

5. In the Records older than field, enter the date that designates the oldest date for which
records should be kept.

6. In the Select Pay Groups area, select one or more pay groups if you do not want all pay
groups selected. For additional pay groups, click (Insert Row) to preserve history
and select the additional pay group.

7. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. To confirm successful completion of your process, click
(Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You have finished running the Update Consolidated Check Table utility.

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
16-26 Activate Employee FLSA Overtime (ALUTL018)

Activate Employee FLSA Overtime (ALUTL018)

Use the Activate Employee FLSA Overtime (ALUTL018) utility to select the correct FLSA
indicators for existing employees and run a report verifying that employees are setup for the
FLSA overtime calculations.

 Use this utility only upon instruction to do so from your ADP consultant.

To run the utility, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Utilities

2. Double-click the Activate Employee FLSA Overtime (ALUTL018) task. The Activate
Employee FLSA Overtime panel displays.

 In order to run this utility, you must first select the FLSA Overtime check box on the
Autolink Controls panel (System Admin ~ Autolink Payroll Setup (Required) ~ Pay Group
Options). See the Company Setup and Maintenance Guide for more information on
FLSA Overtime.

For a description of the

fields on this panel,
press F1.

Figure 16-10. Activate Employee FLSA Overtime Panel

3. Select the Run Audit Only check box if you want to generate a report without any
modifications being made to employees.

4. The Effective Date field defaults to today’s date. This date is used for the effective date
of activating the FLSA overtime feature. You can enter a different date if needed.

Chapter 16: Using Autolink Utilities

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 Activate Employee FLSA Overtime (ALUTL018) 16-27

5. Select the Sort Order you want for the report’s presentation from one of the following
options.

• Employee ID - Employee ID only or within department

• File Number - File Number only or within department
• Name - Name only or Name within department
6. From the Selection Criteria area, select one of the following:

• FLSA Status - The FLSA Status field is used for reference purposes and allows the
client to indicate whether the job is non-exempt OR indicate the reason why it is
considered exempt. You can also select All status options or No FLSA.

• Employee Type
– All - You can apply the updates to all employees at once.
– Exception - The employee is paid an hourly rate and normally works a set number
of hours each pay period

– Hourly - The employee is paid an hourly rate and normally does not work a set
number of hours each pay period.

– Salaried (and Rate 2 > 0.00) - The employee is paid a fixed amount per pay
period for this job.

 FLSA overtime is normally only available for non-exempt employees.

7. If you want to run the utility for a specific pay group, select the pay group from the Pay
Group/Group Name field. If you do not select a specific pay group, all pay groups will
be included.

8. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. To confirm successful completion of your process, click
(Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide.

You have finished running the Activate Employee FLSA Overtime utility.

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
16-28 CCI Messaging Mass Send (ALUTL020)

CCI Messaging Mass Send (ALUTL020)

If you are a hosted client, you can use the CCI Messaging Mass Send (ALUTL020) utility to
send all descriptions for a particular validation table to AutoPay when you first activate the
CCI Messaging option for any of the validation tables. This utility allows you to mass send
descriptions for cost numbers, deductions, hours/earnings codes, memos, and/or payroll
departments.

Prior to sending the descriptions, you have the option to run an audit report to review.

 You should only use this utility for the initial setup of CCI Messaging. For ongoing use of CCI
Messaging, see “Setting Up Company Control Information” on page 2-9.

1 . Click Payroll and make the following selections:

Autolink Reports ~ Utilities

2. Double-click the CCI Messaging Mass Send (ALUTL020) task. The CCI Messaging
Mass Send panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-11. CCI Messaging Mass Send

3. Select the Run Audit Only check box to run an audit report to review. No descriptions
are sent if you select this check box.

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 CCI Messaging Mass Send (ALUTL020) 16-29

4. In the Tables to Send area, select the tables for which descriptions will be sent to
AutoPay from the following.

• Cost Numbers - Select to send the Cost Numbers validation table descriptions to
AutoPay.

• Deductions - Select to send the Deductions validation table descriptions to AutoPay.

• Payroll Departments - Select to send the Payroll Departments validation table
descriptions to AutoPay.

• Hours/Earnings - Select to send the Hours/Earnings validation table descriptions to

AutoPay.

• Memos - Select to send the Memos validation table descriptions to AutoPay.

5. In Pay Group/Group Name field, select one or more pay groups.

6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file through the Process Monitor by clicking .

7. To send the validation table descriptions to AutoPay, clear the Run Audit Only check
box and click Run Report. You will receive a message notifying you that your process
has been submitted. Click OK. To confirm successful completion of your process, click
(Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

When the process is complete, a message is created in the Message Monitor panel for
each code in the table(s) you selected. For more information about using the Message
Monitor, see the Company Setup and Maintenance Guide.

You’ve just finishing running the CCI Messaging Mass Send (ALUTL020) utility to send
validation table descriptions to AutoPay.

Chapter 16: Using Autolink Utilities

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16-30 Pay Group Employee Synchronization (ALUTL021)

Pay Group Employee Synchronization

(ALUTL021)

Use the Pay Group/Employee Synchronization (ALUTL021) utility to update and

recalculate changes to the pay frequency for a pay group; the updated information is
recalculated for the entire pay group.

To run the utility, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Utilities

2. Double-click the Pay Group/Employee Synchronization (ALUTL021) task. A Search

dialog displays.

Figure 16-12. Search Dialog Box

3. Enter the Pay Group or Group Name you want to synchronize, or select OK to display
all pay groups and groups.

 You can also select Pay Group or Group from the Type field and then click OK to display
either all the pay groups or all the groups.

4. Once you have entered or selected a pay group or group, click OK.

Chapter 16: Using Autolink Utilities

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 Pay Group Employee Synchronization (ALUTL021) 16-31

The Pay Group/Employee Synchronization panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-13. Pay Group/Employee Synchronization Panel

5. Select the Run Audit Only check box to run an audit report for you to review.

6. Enter the Effective Date or select the date from the calendar.The current date defaults
from the system date.

7. Select a Sort Option to set the sort order of the report; the report can be sorted by
Employee ID, Name, or File Number.

8. Select the Roll Changes Forward check box to indicate whether or not the selected
changes should be rolled forward to records whose effective date is greater than the
system date.

9. Select the Page Break check box to set a page break before each individual employee
listing so that each employee record will be displayed on its own page on the audit report.

10. Select the Include Terminated Employees check box to include terminated and
deceased employees in the update.

11. From the Data Selection Options area, select the pay group level fields that should be
updated for each employee in the pay group.

• Pay Frequency - Indicates how often an employee is paid.

• Pay Frequency 2 - Select a pay frequency in this field if the pay group has more
than one pay frequency.

• Gross Calculation - Calculates the total gross pay (amount before taxes and
deductions).

• Calc Salary Rate 2 - Select if the Salary Rate 2 feature of AutoPay will be used by
this pay group. This calculates the hourly rate for salaried employees and inserts as
Rate 2.

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16-32 Pay Group Employee Synchronization (ALUTL021)

12. From the Standard Hours Calc area, select the type of standard hours you want to
update:

• Hourly - Select this check box if you want the system to calculate the standard hours
for hourly employees who do not work a standard number of hours per week, for
example, part-time employees.

• Salaried - Select this check box if you want the system to calculate the hours for
salaried employees who may have variations in the number of hours worked in a
standard week.

• Exception Hourly - Select this check box if you want ADP Enterprise HR to
calculate the hours for employees who normally work standard hours but may have
exceptions to the number of hours worked in a standard week.
13. View the Pay Group Information for recalculating the new pay frequency:

• Pay Group - Displays the pay group.

• Pay Frequency - Indicates how often an employee is paid.
• Pay Frequency 2 - Indicates a pay frequency in this field if the pay group has more
than one pay frequency.

• Gross Calculation - Calculates the total gross pay (amount before taxes and
deductions).

• Calc Salary Rate 2 - Selected if the Salary Rate 2 feature of AutoPay will be used
by this pay group. This calculates the hourly rate for salaried employees and inserts
as Rate 2.
14. Click the Run Process button to update and process the pay frequency changes.

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You’ve just finishing running the Pay Group/Employee Synchronization (ALUTL021)

utility to update the changes to a pay group’s pay frequency.

Chapter 16: Using Autolink Utilities

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 Reassigning Employee IDs from Social Security Numbers (ALUTL022) 16-33

Reassigning Employee IDs from Social Security

Numbers (ALUTL022)

You may have originally used the employee Social Security Number (SSN) as the employee
ID number. Using the Reassign Employee IDs from Social Security Number (ALUTL022)
utility, you can change those employee IDs/SSNs to new employee ID numbers not
associated with social security numbers.

 This utility also changes Supervisor IDs, Manager IDs, Reports-To IDs, as well as Interviewer.

Before you run this utility:

• The profile ID (operator ID) of the user running the utility must have the display option
for SSNs set to Show (System Admin ~ Security Administration ~ Operator ~ Profile).
For more information, see the Application Administrator’s Guide.

• There must be a number in the Employee ID field (Last Assigned ID/Number group)
on the Auto Numbering panel (System Admin ~ Human Resources Setup (Required) ~
Human Resources Setup ~ Installation). The ALUTL022 utility uses this number as the
starting point for the new employee ID numbers and increments the new numbers by 1.

 The same range of digits used in the field are used for the new employee IDs. For
example, if the last employee ID number used is 7 digits, the new employee IDs will be 7
digits.

Prior to converting the employee IDs/SSNs, you may want to run the utility as an audit. This
allows you to review, verify, and correct any errors before the changes are applied.

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16-34 Reassigning Employee IDs from Social Security Numbers (ALUTL022)

1 . Click Payroll and make the following selections:

Autolink Reports ~ Utilities

2. Double-click the Reassign Employee ID from SSN (ALUTL022) task. The Reassign
Employee ID from SSN panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-14. Reassign Employee ID from SSN Panel

3. Select the Run Audit Only check box to run an audit report to review. No employee IDs
are changed if you select this check box. It is selected by default.

4. Click the Populate Total button to display the total amount of employees whose
employee IDs match his or her Social Security Number. The total amount will display in
the Total field. You must run the audit report to view the list of employees.

 The Run Report button is not available until you click the Populate Total button.

5. From the Employees to Process Area, do the following:

• From the Total field, view the total number of employees whose employee ID
matches his or her Social Security Number.

 You must click the Populate Total button to display any available totals.

• Select the Process All check box to specify whether to process all matching
employee IDs.

• To process a specific number of matching employee IDs, enter the number of

employee IDs to process in the Number to Process field. This field displays only if
the Process All check box is cleared.

 If you have a large number of matching employee IDs that need to be changed, you
should use the Number to Process field to ensure that the processing time does not
conflict with other processes that may be running at the same time.

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 Reassigning Employee IDs from Social Security Numbers (ALUTL022) 16-35

6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. To confirm successful completion of your process, click
(Process Monitor).

For additional information on using the Process Monitor, see the Application
Administrator’s Guide.

The sort defaults to emplid within pay group.

You’ve just finishing converting employee IDs from Social Security Numbers to numbers
not associated with the Social Security Number.

Chapter 16: Using Autolink Utilities

Payroll Processing Guide
16-36 Copy Pay Group Files

Copy Pay Group Files

The Copy Pay Group Files utility allows you to copy various file types, such as .pay files,
.det files, and so forth, from one pay group to another. For example, this utility could be
used when running test payrolls. The utility converts the pay group information contained
within the copied file to the new pay group. The copied files will be placed in the
batch\temp directory (and if applicable, \<database name> with pay group security).
For information on the requirements for the different file types, see “File Type
Requirements” on page 16-37.

To copy pay group file(s), do the following:

1 . Click Payroll and make the following selections:

Periodic Payroll Maintenance ~ Copy Pay Group Information

2. Double-click the Copy Pay Group Files task. The Copy Pay Group Files panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-15. Copy Pay Group Files Panel

3. In the From field, select the pay group where the original file is located.

4. In the To field, select the pay group where the new file will be copied to.

5. From the File Types area, select the check box for each file type you want to copy. The
selections you make in this area will filter the types of files displayed in the Select File(s)
to Copy dialog box.

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 Copy Pay Group Files 16-37

6. Click Select and Run. The Select File(s) to Copy dialog box displays.

Figure 16-16. Select File(s) To Copy Dialog Box

 If pay group security is turned on, the Select Files to Copy dialog will display the pay
group.

7. Select the files you want to copy, and click OK. You will receive the message, “Request
to Run Copy Pay Group Files submitted.”

8. Click OK. You will receive a message notifying you that your process has been
submitted. Click OK. To confirm successful completion of your process, click
(Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You have finished copying your selected files from one pay group to another while also
updating the copied file with the new pay group information.

File Type Requirements

Pay File (PAY) - File Sent to AutoPay

pr[pay group].pay

Pos Len Description Value

1 2 Prefix Always PR.
3 3 Pay Group Three character ADP pay group. If the pay group is two
characters, an underscore is appended to the end of the pay
group.
6 1 Separator Always a period.
7 3 Extension Always .pay.

• The datapool header record (DP1) contains the pay group in position 12 for a length of 3.
• Each row contains the pay group in position 3 for 3.

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16-38 Copy Pay Group Files

Wage Garnishment File (WGU) - File Sent to AutoPay

pr[pay group].wgu

Pos Len Description Value

1 2 Prefix Always PR.
3 3 Pay Group Three character ADP pay group. If the pay group is two
characters, an underscore is appended to the end of the pay
group.
6 1 Separator Must be a period.
7 3 Extension Always .WGU.

• The datapool header record (DP1) contains the pay group in position 12 for a length of 3.
• The records beginning with ***** contain the pay group in position 8 for a length of 3.
• Each row contains the pay group in position 3 for 3.

Company Control Information Files (CCD)- File Sent to AutoPay

PR[pay group].CCD

Pos Len Description Value

1 2 Prefix Always PR.
3 3 Pay Group Three character ADP pay group. If the pay group is two
characters, an underscore is appended to the end of the pay
group.
6 1 Separator Always a period.
7 3 Extension Always .ccd.

• The datapool header record (DP1) contains the pay group in position 12 for a length of 3.
The 3rd position is blank for a 2 character pay group.

• Record Type 2 - the Parent company ID is in position 1 for a length of 4. Pad 2 character
ID with spaces.

• Record Type 3 - The pay group is in position 1 for a length of 3. The 3rd position is blank
for a 2 character pay group.

• Record Type 3 - The pay group is in position 27 for a length of 4. Pad 2 character ID with
spaces.

• Record Type 3 - the Parent company ID is in position 36 for a length of 4. Pad 2 character
ID with spaces.

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 Copy Pay Group Files 16-39

Detail File (DET) - File Received from AutoPay

Pd[pay group][week number][payroll number].det

Pos Len Description Value

1 2 Prefix Always PD
3 3 Pay Group Three character ADP pay group. If pay the group is two
characters, an underscore is appended to the end of the pay
group.
6 2 Week number The payroll week that the file is for:
• Single digit weeks are zero filled.
• Can be 00-55.
8 1 Payroll Number The week’s payroll number which can be 1-9.
9 1 Separator Must be a period.
10 3 Extension For standard pay detail files, must be .det.

• The 'A' Record contains the pay group in position 8 for a length of 6. The 3rd position is
blank for a 2 character pay group.

• The ‘C’ Record contains the Other Period Begin Date and Other Period End Date
fields. The fields are populated for A and C version company codes only.

Labor Distribution File (LDF) - File Received from AutoPay

pd[pay group][week number][payroll number].ldf

Pos Len Description Value

1 2 Prefix Always PD
3 3 Pay Group Three character ADP pay group. If the pay group is two
characters, an underscore is appended to the end of the pay
group.
6 2 Week number The payroll week that the file is for:
• Single digit weeks are zero filled.
• Can be 00-55.
8 1 Payroll Number The week’s payroll number which can be 1-6.
9 1 Separator Must be a period.
10 3 Extension For standard pay detail files, must be .ldf.

• The 'A' Record contains the pay group in position 8 for a length of 6. The 3rd position is
blank for a 2 character pay group.

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16-40 Copy Pay Group Files

• The ‘M’ and ‘L’ records contain the Other Period Begin Date and Other Period End
Date fields.

Year-to-Date File () - File Received from AutoPay

pr[pay group].

Pos Len Description Value

1 2 Prefix Always PR.
3 3 Pay Group Three character ADP pay group. If the pay group is two
characters, an underscore is appended to the end of the pay
group.
6 1 Separator Must be a period.
7 3 Extension Always .ytd.

The records beginning with ***** contain the pay group in position 8 for a length of 3. The
3rd position is blank for a 2-character pay group.

DBLoad File (DBA) - File Received from AutoPay

pr[pay group].dba

Pos Len Description Value

1 2 Prefix Always PR.
3 3 Pay Group Three-character ADP pay group. If the pay group is two
characters, an underscore is appended to the end of the pay
group.
6 1 Separator Must be a period.
7 3 Extension Always .dba.

• The records beginning with ***** contain the pay group in position 8 for a length of 3.
The 3rd position is blank for a 2-character pay group.

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 Deleting Deduction Calculations, Year-to-Date, Check Detail History (ALUTL026) 16-41

Deleting Deduction Calculations, Year-to-Date,

Check Detail History (ALUTL026)

The Delete Check/ Balances/Deductions (ALUTL026) task allows you to delete deduction
calculation, year to date, and check detail history from your database. You must first run the
process as an audit so that you can verify the results before applying the deletions. Once you
have completed a successful deletion in audit mode and verified the results, you can run the
process to update your database.

Running a Delete of Check Detail, Year to Date,

and/or Deductions as an Audit Only
To run Check Detail/ Balances/Deductions (ALUTL026) as an audit, do the following:
Deleting Deduction 1 . Click Payroll and make the following selections:
Calculations,
Year-to-Date, Check
Detail History Periodic Payroll Maintenance ~ Delete Check Detail/ Balances/Deduction Calculation
(ALUTL026) History
 Running a Delete of
Check Detail, Year
to Date, and/or
Deductions as an
2. Click next to the Delete Check/ Balances/Deductions (ALUTL026) task. The Add
Audit Only dialog displays.
Deleting Check
Detail, Year to Date,
and/or Balances
Data

Figure 16-17. Add Dialog Box

 To modify an existing Delete Check/ Balances/Deductions task, enter the search criteria

in the Search dialog box, and click OK. To preserve history, click (Insert Row)
before making changes to the panel.

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16-42 Deleting Deduction Calculations, Year-to-Date, Check Detail History (ALUTL026)

3. Enter a Run Control ID and click OK. The Delete Check/ Balances/Deductions panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 16-18. Delete Check/ Balances/Deductions Panel

4. Since you are adding the run control ID, the Run Audit Only check box is selected and
grayed. Once you have run the process successfully, the Run Audit Only check box is
made available and you can run the process to make the deletions you have selected.

5. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report.

A report label, which is optional, is useful in identifying a specific report that’s been
generated. The report label you enter is appended to the filename of the generated report.

6. From the Data Options field, select the type data that you want to delete. Depending on
the type of data you select, you will also have to enter the period for which you want the
data deleted. The appropriate field displays depending on the type of data you select.

• Check Detail by Pay Date - Enter a Begin Date and an End Date.
• Check Detail by Period End Date - Enter a Begin Date and an End Date.
• Check Detail by Week Number - Enter a Year, Begin Week Number, and an End
Week Number. The begin week number must be less than or equal to the end week
number.

• Deductions by Week Number - Enter a Year, Begin Week Number, and an End
Week Number. The begin week number must be less than or equal to the end week
number.

• Deduction by Year - Enter a Year.

• Year to Date Balances by Process Effective Date - Enter a Begin Date and an End
Date.
7. To run the process for all the pay groups you have access to, select the Run For All Pay
Groups check box.

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 Deleting Deduction Calculations, Year-to-Date, Check Detail History (ALUTL026) 16-43

8. To select individual pay group(s), select a pay group from the Name field. The Type and
Description display. For each additional pay group for which you want to run the
process, click (Insert Row) to preserve history, and select the additional pay group.

The following figure shows and example of a completed Delete Check/

Balances/Deductions panel.

For a description of the

fields on this panel,
press F1.

Figure 16-19. Delete Check/ Balances/Deductions Panel

9. Click Run Process. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has completed, click (Report Outputs) to
view the report.

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide. For details on sources, sort order, and an illustration of the
report, see the Standard Reports Guide.

You have completed running ALUTL026 as an audit before deleting deduction calculation,
year-to-date, and check detail history from your database. Next, you can delete deduction
calculation, year-to-date, and check detail history.

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16-44 Deleting Deduction Calculations, Year-to-Date, Check Detail History (ALUTL026)

Deleting Check Detail, Year to Date, and/or

Balances Data
The first step in deleting check detail, year to date balances and/or deduction data from your
database is to run the process in audit mode as described on page 16-41. This allows you to
Deleting Deduction verify that the data being deleted is the right data and that everything is correct before
Calculations, actually updating the database. Once you have run the process successfully in audit mode,
Year-to-Date, Check do the following:
Detail History
(ALUTL026) 1 . Click Payroll and make the following selections:
Running a Delete of
Check Detail, Year to
Date, and/or Periodic Payroll Maintenance ~ Delete Check Detail/ Balances/Deductions (ALUTL026)
Deductions as an
Audit Only

 Deleting Check 2. Double-click the Delete Check/ Balances/Deductions (ALUTL026) task. The Search
Detail, Year to Date, dialog displays.
and/or Balances
Data

Figure 16-20. Search Dialog Box

3. Enter a Run Control ID and click OK. The Delete Check/ Balances/Deductions panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 16-21. Delete Check/ Balances/Deductions Panel

Any changes to the run control ID results in the Run Audit Only check box being
selected and unavailable until another successful audit is run.

4. Click Run Process. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has completed, click (Report Outputs) to
view the report.

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Deleting Deduction Calculations, Year-to-Date, Check Detail History (ALUTL026) 16-45

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide. For details on sources, sort order, and an illustration of the
report, see the Standard Reports Guide.

You’ve just finishing running the Delete Check/ Balances/Deductions (ALUTL026) utility
to delete check, year to date balances, or deduction information from the database.

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16-46 Salaried Employee Proration (ALUTL027)

Salaried Employee Proration (ALUTL027)

When a salaried employee is hired, rehired, on-leave, or terminated, you can run the Salaried
Employee Proration utility (ALUTL027) to cancel automatic pay and additional partial pay
amounts in Pay Data Entry. You can choose to run the Salaried Employee Proration report
for this process on-demand (manually) or automatically by using the Schedule button and
setting a schedule in the Process Monitor.

This process automatically cancels automatic pay and pays the salaried employee for only
the number of days worked within that current pay period. In addition, ALUTL027 identifies
all changes for an employee in a specified date range. Job changes that cause this proration
of pay are:

• Additional job
• Hire
• Leave of absence (paid and unpaid)
• Layoff
• Recall from suspension/layoff
• Rehire
• Retirement
• Return from leave
• Suspension
• Termination
• Rate type changes
• Rate changes
• Pay group/file number transfers
 If the utility finds multiple qualifying events for an employee, that employee is included in the
report and automatic pay is cancelled. However, the employee’s pay will not be prorated.

This process creates a new pay data batch (SAL_NEW_ACTIVE) for any newly active
employees for a pay group, and creates another batch (SAL_NEW_INACTIVE) for any
inactive employees for a pay group. The pay data batches are processed by PFT like any
other pay data batch and the data is sent to AutoPay. For more information on running PFT,
see“Creating the ADP Payroll File,” on page 9-8.

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 Salaried Employee Proration (ALUTL027) 16-47

To run the Salaried Employee Proration utility, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 2: Enter Pay Period Information

2. Double-click the Salaried Employee Proration (ALUTL027) task. The Salaried

Employee Proration panel displays.

For a description of the

fields on this panel, press
F1.

Figure 16-22. Salaried Employee Proration Panel

3. Enter a Run Control ID.

4. Select the Run Audit Only check box to run an audit report to review only. No employee
prorations will be performed.

 ALUTL027 can be run as many times as needed in Run Audit Only mode. After you
clear this check box though, you must delete the new batch to rerun the utility.

5. From the Sort Order field, select an option to indicate how you want information sorted
within the report. The report can be sorted by employee ID, name, or file number.

6. Click in the Pay Group/Group Name field, and then select a pay group/group name.
Data automatically populates in the Pay Group/Group Name area.

7. Review the following information in the Pay Group/Group Name area:

• Begin Date - Displays the first day of the pay period.

• End Date - Displays the last day of the pay period.
• Begin Date 2 - If you have employees set up as Pay Group 2 employees, then this
field displays the first day of the pay period.

• End Date 2 - If you have employees set up as Pay Group 2 employees, then this field
displays the last day of the pay period.

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16-48 Salaried Employee Proration (ALUTL027)

• Week Nbr - Displays the number for the week that the payroll was run.
• Payroll Nbr - Displays the number of the payroll.
• Year - Displays the year in which the payroll was run.
8. To change the date that defaulted into the Begin Date and Begin Date 2 fields, do the
following:

a . Select the Override Pay Begin Dates check box. The Begin Date fields become
active.

b. Select a new Begin Date and/or Begin Date 2 as necessary.

9. If you want to automatically have your report run on a schedule, click Schedule and
complete the scheduling panels as necessary. Refer to the Application Administrator’s
Guide for step-by-step instructions on scheduling processes.

10. Click Run Process. You will receive a message notifying you that your process has been

submitted. Click OK. When the process has completed, click (Report Outputs) to
view the report.

For additional information on running, viewing, and printing reports, refer to the
Application Administrator’s Guide. For details on sources, sort order, and an illustration
of the report, see the Standard Reports Guide.

You’ve just finished running the Salaried Employee Proration utility.

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 Deleting Employee IDs (UTL020) 16-49

Deleting Employee IDs (UTL020)

Use this utility if you have set up an invalid or incorrect employee ID, for example, a new
hire entered into the system early or an employee never showed up the first day for work.
ADP Enterprise HR provides this utility to delete all records that are keyed off of the
EMPLID, and delete any records that are keyed off of pay group and file number. This
utility removes the ID from all of the tables.

To delete an Autolink employee ID, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Utilities ~ Delete ID (UTL020)

2. Double-click the Delete ID (UTL020) task. The Search dialog displays.

Figure 16-23. Search Dialog Box

3. Enter the Employee ID and click OK. The Delete ID panel displays.

For a description of the

fields on this panel,
press F1.

Figure 16-24. Delete ID Panel

4. Select Run Audit Only to run the report without affecting the status of any employee.

5. View the employee information.

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16-50 Deleting Employee IDs (UTL020)

6. If you want to delete all jobs for this ID, make sure the Delete All Jobs check box is
selected; if you want to delete specific jobs, clear the Delete All Jobs check box.

 If the ID you are deleting has current open job data information, you will not be able to
delete the ID.

The following figure shows an example of a Delete ID panel with Delete All Jobs
cleared. Additional fields display allowing you to remove a specific job for the
employee ID.

For a description of the

fields on this panel,
press F1.

Figure 16-25. Delete ID Panel

7. From the Empl Rcd# field, select the employee record number with the job code you
want to remove.

8. Click Run Process. You will receive a message notifying you that your process has been
submitted. Click OK. To confirm successful completion of your process, click
(Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

You have finished running the Delete ID utility.

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Chapter 17
Archiving, Deleting, and Restoring
Payroll Information

PAGE TOPIC

17-2 Introduction
17-3 Understanding Run Controls
17-4 Archiving Payroll Data
17-12 Deleting Payroll Data
17-14 Restoring Payroll Data

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17-2 Introduction

Introduction

When necessary, usually depending on the volume of storage space available and after the
close of a tax reporting year, you can copy old paycheck detail and payroll balance data from
the ADP Enterprise HR database to an archive file. You can also specify whether you want
ADP Enterprise HR to delete all or some of this archived data from the active ADP
Enterprise HR database. Also, you can restore the previously archived paycheck, and/or
payroll balance data to the active ADP Enterprise HR database.

When you archive your data, you can specify the archive data by pay group. This process
has been designed so that all paycheck and balances data for a year is written to a file for
check data (chkyyyyppp.arc) and a file for year-to-date data (yyyyppp.arc) in a single
archive file, where yyyy is the year being archived and ppp is the pay group. Once an
archive file has been created for a year, data may be restored or subsequently deleted as
necessary.

However, it is vital that the original archive files are protected and saved. If you are not
hosted, ADP Enterprise HR recommends that the archive files be copied to magnetic media
tape, possibly compressed or encrypted and that the disk version be deleted for security
purposes. If it is necessary to restore the archived data, the magnetic tape files must be
uncompressed and decrypted and copied back to a disk directory with the original file names
chkyyyyppp.arc and yyyyppp.arc where yyyy is the year and ppp is the pay group.

 You can only archive for an entire year. The archive is for prior years only and can be set up
after February of the current year. For example, you cannot set up a run control to archive
2006 files until March 2007. In addition, you cannot archive on a pay period or quarterly
basis.

You have the option of overlaying year-to-date data at every pay cycle or creating a new row
for each pay date. To store year-to-date history records, select the History check box on the
Autolink Controls panel. Information on this panel is found in the Autolink Company Setup
Guide. If you are overlaying the year-to-date file for each pay cycle, you do not need to use
the Archive/Delete/Restore process for year-to-date balances.

 As you work through the tasks in this chapter, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

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 Understanding Run Controls 17-3

Understanding Run Controls

The run control creation for archiving, deleting, and restoring is different from other run
controls in ADP Enterprise HR. These run controls are not deleted once processed;
therefore, they can serve as a reference as to what data has been previously archived,
deleted, or restored.

Since an archive process for a given year is recommended before a delete or restore process,
the archive run controls are “added” by specifying the year. Delete and restore run controls
can be established by doing a search for the necessary year and then inserting a run control
after visual review of the original archive run control. There are edits in place to prevent the
creation of a restore or a delete run control unless an archive has been performed on that
year’s data. Another edit requires that only a single “unprocessed” run control can exist at a
time. This ensures the control of the sequence of archive/delete/restore processing.
Access to the Archive/Delete/Restore panel that allows you to create the run controls for this
process must be issued with care. Only those users with authority to remove payroll data from
the database should have access. It is important that the generated archive file be handled
with due consideration to both the sensitive nature of the data it contains as well as the fact
that it is now the only source of the historical payroll detail.

This process is designed to archive, delete, and/or restore paycheck data and/or payroll
balances on the ADP Enterprise HR database. These balances include month-, quarter-, and
year-to-date earnings, taxes, deductions, garnishments, and special accumulators. Employee
payroll data such as tax marital status and exemptions, and direct deposit data are not
included in this process.

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17-4 Archiving Payroll Data

Archiving Payroll Data

Archive and delete is a one step process and it allows you to archive and then delete data.
Every Run Type option that is available for Archive includes deletion as part of the process.

 Access to the archive directory is allowed through the Pay Group Access task (Autolink
Payroll Setup (Required) ~ Security ~ Pay Group Access). For more information on this task,
see the Application Administrator’s Guide.

Once you create the run control for archiving payroll data, you can run the process. For
information on running the archive/delete/restore process, see “Running the Process for
Archive, Delete, Restore,” on page 17-8.

Archiving payroll data consists of the following:

• Creating a Run Control for Archiving Payroll Data

• Running the Process for Archive, Delete, Restore
• Viewing the Process Log

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 Archiving Payroll Data 17-5

Creating a Run Control for Archiving Payroll Data

You can create an archive run control for the first time that you are archiving data for ADP
Enterprise HR, or you can update an existing archive run control before you run the
Archiving Payroll Archive/Delete/Restore process.
Data
In the Archive/Delete/Restore panel, you can set up an archive of specific payroll
 Creating a Run
Control for
information for a prior year. During the Archive process, the check detail data is deleted
Archiving Payroll from the database. You can delete balance data by selecting “Delete All” in the Run Type
Data field. In addition, you can specify archived payroll information to be restored to the active
Running the ADP Enterprise HR database if necessary.
Process for
Archive, Delete, If you are archiving data for the first time with ADP Enterprise HR, you can create an
Restore archive run control to archive data for a prior year.
Viewing the
Process Log To create the new run control, do the following:

1 . Click Payroll and make the following selections:

Periodic Payroll Maintenance ~ Archive Paycheck Detail/Cumulative Balances

2 . Click next to the Archive/Delete/Restore task. The Add dialog box displays.

 To modify an existing run control, double-click the Archive/Delete/Restore task, enter

the search criteria in the Search dialog box, and click OK.

Figure 17-1. Add Dialog Box

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17-6 Archiving Payroll Data

3 . Enter the year of payroll data you want to archive in the Calendar Year field and click
OK. The Archive/Delete/Restore panel displays.

 You set up run controls for prior years only. You cannot set up a run control for the
current year, nor can you set up a run control for the prior year if it is January or
February. For example, you cannot set up a run control to archive 2006 files until March,
2007.

For a description of the

fields on this panel,
press F1.

Figure 17-2. Archive/Delete/Restore Panel

4 . From the Run Type field, select one of the following:

• Archive All and Delete - Select to copy all relevant check data and balances data
from the Autolink database to the archive files. ADP Enterprise HR deletes all
detected check detail and data for the selected calendar year.

• Archive Check Data and Delete - Select to copy check data from the ADP Enterprise
HR database to an archive file. Autolink automatically deletes the specified check
data.

• Archive Data and Delete - Select to copy all relevant data from the ADP Enterprise
HR database to an archive file. Once archived, the data is deleted from the ADP
Enterprise HR database for the selected calendar year.

 There must be data for the selected calendar year for there to be any type of archive.
If the data does not exist, you will get an error.

5 . From the Select Pay Group/Processing Group area, indicate which pay groups you
want to archive by selecting one of the following options:

• Select the Run for All Pay groups check box if you want to run the archive control
for all pay groups.

• Select a pay group from the Name field if you don’t want to run the archive control
for all pay groups. The pay group Type and Description display.

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 Archiving Payroll Data 17-7

6 . Click (Insert Row) for each additional pay group you want to include.

The following figure shows an example of a completed Archive/Delete/Restore panel.

For a description of the

fields on this panel,
press F1.

Figure 17-3. Archive/Delete/Restore Panel

7 . When you are finished, click (Save).

 You can go back and make changes to this panel at any time before you run the
Archive/Delete/Restore program.

The Archive/Restore Filename field displays the name of the files that will be created
in the Batch/Temp directory when you run the Archive/Delete/Restore process. The files
that could be created are: chkyyyyppp.arc and yyyyppp.arc, with yyyy being the
year and ppp being the pay group.

You’ve just finished adding an archive run control. Next, run the Archive/Delete/Restore
process.

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17-8 Archiving Payroll Data

Running the Process for Archive, Delete, Restore

After setting up/updating the archive run control, you can run the Archive/Delete/Restore
process.
Archiving Payroll
Data To run this process, do the following:
Creating a Run
1 . Select Payroll and make the following selections:
Control for
Archiving Payroll
Data
Periodic Payroll Maintenance ~ Archive Paycheck Detail/Cumulative Balances
 Running the
Process for
Archive, Delete,
Restore 2 . Double-click the Archive/Delete/Restore task. The Search dialog box displays.
Viewing the
Process Log

Figure 17-4. Search Dialog Box

3 . Enter the year whose archive run control you want to run in the Calendar Year field and
click OK. The Archive/Delete/Restore panel displays.

For a description of the

fields on this panel,
press F1.

Figure 17-5. Archive/Delete/Restore Panel

4 . Click Run Process. You will receive a message notifying you that your process has been

submitted. Click OK. To confirm successful completion of your process, click

(Process Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

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 Archiving Payroll Data 17-9

You have completed the process for running archive, delete, and restore. Next, you can view
the process log.

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17-10 Archiving Payroll Data

Viewing the Process Log

After you run the archive, delete, or restore process, you can view a log file that displays the
status for process.
Archiving Payroll
Data Follow these steps to view the log file.
Creating a Run
Control for 1 . Click (Report Outputs) in the ADP Enterprise HR toolbar. The Report Outputs
Archiving Payroll
Data dialog box displays.
Running the
Process for
Archive, Delete,
Restore

 Viewing the
Process Log

Figure 17-6. Report Outputs Dialog Box

2 . From the File with extension field, select log. The dialog box lists all the available log
files.

3 . From Locations, located in the left navigation area, click next to the Batch folder to
view a list of pay group folders. Files for a pay group can be found in the specified pay
group batch directory.

 Authorization to view process results through the Batch directory or Batch Archive
directory must be granted through Operator Security. For more information, see the
Application Administrator’s Guide.

Figure 17-7. Report Outputs Dialog Box

4 . Select the file you want to view and click (View). The log displays.

Chapter 17: Archiving, Deleting, and Restoring Payroll Information

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 Archiving Payroll Data 17-11

You’ve just viewed the process log for the Archive/Delete/Restore process, which is the last
step in archiving payroll data.

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17-12 Deleting Payroll Data

Deleting Payroll Data

In the Archive/Delete/Restore panel, you can set up an archive of specific payroll

information for a prior year. During the Archive process, the check detail data is deleted
from the database. Balance data is deleted only if specified. You can delete balance data
later by selecting Delete All in the Run Type field.

To delete payroll data, you must first set up the delete run control.

To set up the delete run control, do the following:

1 . Click Payroll and make the following selections:

Periodic Payroll Maintenance ~ Archive Paycheck Detail/Cumulative Balances

2 . Double-click the Archive/Delete/Restore task. The Search dialog box displays.

Figure 17-8. Search Dialog Box

3 . Enter the year whose payroll data you want to delete in the Calendar Year field and click
OK. The Archive/Delete/Restore panel displays.

For a description of the

fields on this panel,
press F1.

Figure 17-9. Archive/Delete/Restore Panel

4 . Review this data to ensure that the archive was previously processed as expected.

5 . Click (Insert) to create a delete run control for the specified year.

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 Deleting Payroll Data 17-13

6 . From the Run Type field, select one of the following:

• Delete All - Select to delete both check data and year-to-date data from the ADP
Enterprise HR database without first archiving it.

• Delete Check Data - Select to delete check data from the ADP Enterprise HR
database without first archiving it.

• Delete Data - Select to delete year-to-date data from the ADP Enterprise HR
database without first archiving it.

 There must be data for the selected calendar year in order for there to be any type of
delete. If the data does not exist, you will get an error.

7 . Select the Delete All option from Run Type field.

8 . Click Run Process. A warning message displays stating that you are about to delete pay
data that has not been archived (ADP recommends archiving the data before deleting).

9 . Click OK to delete data. You will receive a message notifying you that your process has
been submitted.

1 0. Click OK. To confirm successful completion of your process, click (Process

Monitor).

11 . When you are finished, click (Save).

 You can go back and make changes to this panel at any time before you run the
Archive/Delete/Restore program.

You have finished deleting payroll data using the Archive/Delete/Restore panel.

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17-14 Restoring Payroll Data

Restoring Payroll Data

You can restore the previously archived paycheck and/or payroll balance data to the active
ADP Enterprise HR database.Once you have created a restore run control, you can run the
archive/delete/restore process. For more information, see “Running the Process for Archive,
Delete, Restore,” on page 17-8.

To restore payroll data, you must first set up the restore run control.

 There must be a processed run control for archiving all check data, year to date data, or both,
in order to use a restore run control. If the processed archive run control does not exist, you
will get an error.

To set up the restore run control, do the following:

1 . Click Payroll and make the following selections:

Periodic Payroll Maintenance ~ Archive Paycheck Detail/Cumulative Balances

2 . Double-click the Archive/Delete/Restore task. The Search dialog box displays.

Figure 17-10. Search Dialog Box

3 . Enter the year whose archived payroll data you want to restore in the Calendar Year
field and click OK. The Archive/Delete/Restore panel displays.

For a description of the

fields on this panel,
press F1.

Figure 17-11. Archive/Delete/Restore Panel

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 Restoring Payroll Data 17-15

4 . Click (Insert Row) to insert a restore run control for the specified year.

5 . From the Run Type field, select one of the following:

• Restore All Data - Select to return the archived data, both check and YTD, for the
year displayed in the Calendar Year field to the active ADP Enterprise HR database.

 If data is being restored, this process expects to find the archive data in the specified
directory with its original filename.

• Restore Check Data - Select to return the archived check data for the year displayed
in the Calendar Year field to the active ADP Enterprise HR database.

 If data is being restored, this process expects to find the archive data in the specified
directory with its original filename.

• Restore Data - Select to return the archived data for the year displayed in the
Calendar Year field to the active ADP Enterprise HR database.

 If data is being restored, this process expects to find the archive data in the specified
directory with its original filename.

6 . When you are finished, click (Save). The Archive/Restore Filename field displays
the name of the file that will be expected in the batch/temp directory when you run the
Archive/Delete/Restore process.

 Because you probably removed the original archive file from that location for security
purposes, you must return the file to this directory to restore data. If the original archive
file was encrypted and/or compressed, you must reverse those processes when
restoring the original archive file. You can go back and make changes to this panel at
any time before you run the Archive/Delete/Restore program.

You’ve just finished adding a restore run control. For information on running the process,
see “Running the Process for Archive, Delete, Restore” on page 17-8.

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17-16 Restoring Payroll Data

Chapter 17: Archiving, Deleting, and Restoring Payroll Information

Payroll Processing Guide
Chapter 18
Exporting files from ADP Enterprise
HR to AdjustMate for Windows

PAGE TOPIC

18-2 Introduction
18-3 Adding AdjustMate Groups
18-5 Exporting Files from ADP Enterprise HR

Chapter 18: Exporting files from ADP Enterprise HR to AdjustMate for Windows
Payroll Processing Guide
18-2 Introduction

Introduction

This chapter explains the interface between ADP Enterprise HR and AdjustMate for
Windows. The purpose for this interface is loading AdjustMate validation tables.

AdjustMate for Windows is a stand-alone software program that gives you the ability to
submit quantitative and prior year (by quarter) adjustments to the mainframe using your PC.
For example, you may need to have a Tax Filing amendment submitted to the San Dimas
Tax Center for a prior quarter. The prior quarter figures must be adjusted on AutoPay before
the San Dimas Tax Center processes the amendment request. Transmitting the adjustments
using AdjustMate for Windows allows for the faster processing of your request.

Table 18-1 lists the six .csv (comma separated, variable length) files extracted from ADP
Enterprise HR database tables.

Table 18-1. CSV Files Extracted For AdjustMate

File Contents
t_co_acc_adj.csv Accumulator codes and descriptions
t_co_ded_adj.csv Deduction codes and descriptions
t_co_hrs_earns_adj.csv Hours and earnings codes and descriptions
t_co_memo_adj.csv Memo codes and descriptions
t_emp_pyrl_profile_adj.csv Employee level information

t_pyrl_grp_adj.csv Pay group level information

A complete extraction takes place each time you export these .csv files. AdjustMate uses
an overlay method for importing files, which replaces the existing information in
AdjustMate.

The process of exporting to AdjustMate consists of selecting a pay group and then running
that pay group through the Validation Table Export process. ADP Enterprise HR allows you
to group pay groups together to run multiple pay groups through a single rendition of the
process.

Access to the “Export to AdjustMate” function in ADP Enterprise HR is handled through

pay group security. You must have access to the Cycle/DBLoad option for the pay group
from which you want to extract files. For more information, see “Accessing Pay Group
Security” on page 2-8.

Chapter 18: Exporting files from ADP Enterprise HR to AdjustMate for Windows
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 Adding AdjustMate Groups 18-3

Adding AdjustMate Groups

To group multiple pay groups together into an AdjustMate group, do the following:

1 . Click Payroll and make the following selections:

Periodic Payroll Maintenance ~ Create AdjustMate Validation Files

2 . Click next to the AdjustMate Groups task. The Add dialog box displays.

Figure 18-1. Add Dialog Box

3 . Enter a Group Name and click Add.

 Spaces are not allowed as part of the AdjustMate group name.

The AdjustMate Processing Groups panel displays.

For a description of the

fields on this panel,
press F1.

Figure 18-2. AdjustMate Processing Groups Panel

4 . Select a Pay Group which you want to add to the group. The description for the pay
group defaults into the Description field.

Chapter 18: Exporting files from ADP Enterprise HR to AdjustMate for Windows
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18-4 Adding AdjustMate Groups

5 . If you want to add an additional pay groups to the AdjustMate group, click (Insert
Row).

6 . When you have finished adding pay groups to the AdjustMate group, click (Save).

You have finished creating an AdjustMate group. Next, you will learn how to export files
from ADP Enterprise HR.

Chapter 18: Exporting files from ADP Enterprise HR to AdjustMate for Windows
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 Exporting Files from ADP Enterprise HR 18-5

Exporting Files from ADP Enterprise HR

To export files from ADP Enterprise HR for AdjustMate, follow these steps:

1 . Click Payroll and make the following selections:

Periodic Payroll Maintenance ~ Create AdjustMate Validation Files

2 . Double-click the Export to AdjustMate task. The Search dialog box displays.

Figure 18-3. Search Dialog Box

3 . Enter the pay group or processing group and click OK. The Export to AdjustMate panel
displays.

 The group name can contain no spaces. Using a space results in an error.

4 . No input is required for this report; click Run Export to submit the report.You will
receive a message notifying you that your process has been submitted.

5 . Click OK. To confirm successful completion of your process, click (Process

Monitor).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

6 . You may want to view the log file to see what was generated for your different pay
groups.

When the process has successfully completed, you can view and/or print the
ADJMATE_AL.LOG by clicking (Report Outputs).

When the Report Outputs dialog box displays, highlight the .log or .csv file and click
View. The file appears in a browser window.

7 . To print the file, select Print from the File menu.

8 . To save the file, select Save from the File menu.

Chapter 18: Exporting files from ADP Enterprise HR to AdjustMate for Windows
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18-6 Exporting Files from ADP Enterprise HR

You have just learned how to export files from ADP Enterprise HR in order to load
AdjustMate validation tables.

You now need to import the files into AdjustMate. For information on how to complete this
process, refer to your AdjustMate User’s Guide.

Chapter 18: Exporting files from ADP Enterprise HR to AdjustMate for Windows
Payroll Processing Guide
Chapter 19
Generating Summary Reports

PAGE TOPIC

19-3 Introduction
19-4 Generating the Pay Data Summary Report (ALPAY001)
19-7 Generating the Pay Data Detail Report (ALPAY002)
19-11 Generating the Special Entries/Balance Adjustments Report (ALPAY02A)
19-14 Generating the Manual Check Detail Report (ALPAY003)
19-17 Generating the Third Party Sick Pay Detail Report (ALPAY004)
19-19 Generating the Automatic Pay Cancellations Report (ALPAY005)
19-22 Generating the Total Hours by Job Number Report (ALPAY006)
19-24 Generating the Temporary Department Report (ALPAY007)
19-26 Generating the Salaried Employees with Hours Report (ALPAY008)
19-28 Generating the Salary Change Without Earnings Change Report (ALPAY009)
19-30 Generating the Active Hourly Employees Without Hours Report (ALPAY010)
19-32 Generating the Inactive Employees With Paydata Report (ALPAY011)
19-34 Generating the Total Hours Outside of Range Report (ALPAY012)
19-36 Printing a Manual Check (ALPAY013)
19-43 Generating the Deduction Summary by Deduction Code Report (ALPAY014)
19-45 Generating the Deduction Register by Employee Report (ALPAY015)
19-47 Generating the Deduction Calculation Error Report (ALPAY017)
19-49 Generating the Deduction Calculation Exception Report (ALPAY018)
19-51 Running the Paydata/Job Differences Report (ALPAY023)
19-53 Running the PTO-Current Cycle Activity Report (ALPAY024)

Chapter 19: Generating Summary Reports

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19-2

19-56 Generating the Total Hours by Cost Number Report (ALPAY026)

19-58 Generating the Temporary Cost Number Report (ALPAY027)
19-60 Running Review Deductions Not In Program (ALPAY028)
19-62 Running the New Mexico Employee Termination Report (ALPAY032)
19-64 Creating the Health Care Cost Batch (ALPAY033)

Chapter 19: Generating Summary Reports

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 Introduction 19-3

Introduction

Autolink provides many reports that allow you to view your processed payroll data. This
chapter provides an overview of each report (in numeric order) as well as step-by-step
instructions for generating the report.

Refer to the Standard Reports Guide to view an illustration of each report.

 You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

As you work through the tasks in this chapter, you may have questions about fields and
options on the panels. To display a description of the fields and options, press F1 (Help) from
the panel.

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19-4 Generating the Pay Data Summary Report (ALPAY001)

Generating the Pay Data Summary Report

(ALPAY001)

Use the Pay Data Summary report to print summary information on pay data transactions for
the pay group you select, with hours and earnings subtotals for each batch. The following
information is listed for each employee: file number, name, status, batch ID, pay number,
rate type, hours, and earnings. Hours and earnings are each subtotaled for regular, overtime,
and other categories.

To view and print a report that displays pay data input for a pay group, do the following:

1 . Select Payroll and make the following selections:

Payroll Cycle ~ Step 5: Run Reports and Verify Payroll Input

2. Double-click the Pay Data Summary Report (ALPAY001) task. The Pay Data
Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-1. Pay Data Summary Panel

3. In the Batch ID field, enter the batch ID for which you want a pay data input report.

Leave this field blank if you want to include information on all batches.

 A user can select only the batches he or she is the owner of.

Chapter 19: Generating Summary Reports

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 Generating the Pay Data Summary Report (ALPAY001) 19-5

4. Select one of the following check boxes:

• To include this batches in the current pay cycle, click Include Batches for Current
Pay Cycle Only.

• Select Include batches owned by current operator only to only include those
batches owned by the current user.
5. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated.

For example, you may have multiple users running the same report for the same pay
group but with different batches or data selected. In this instance, you could enter a report
label that included the profile ID (operator ID) which would provide a unique identifier.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

The report label you enter is appended to the filename of the generated report.

6. If you select the Group by Batch ID check box, the primary sort will be batch ID with
any additional sorting done through the sorting options you select. Selecting Group by
Batch ID produces sub-totals by batch ID. You do not need to select a batch ID for an
additional sort option if the check box is selected.

If you do not select Group by Batch, the sorting priority will be based on what you have
designated in Select Sort Options but there will be no sub totals.

7. From Select Pay Group/Processing Group area, designate the pay groups or groups you
want to report on. From the Name field, select a pay group or group.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you click in the Name field. Select an
additional pay group or groups. A separate report file is generated for each pay group or
group you include.

 You can only run reports for the Pay Groups to which you have security access. For
more information, see “Accessing Pay Group Security” on page 2-8.

8. From the Select Sort Options area, designate the sorting criteria and priority you want
for your information. Click in the Sort Field column to select a sorting option.

To enter additional sorts, click in the Sort Field column, and then click (Insert Row).
The Field Name displays. The Insert icon is available only if you click in the Sort Field
column. Select an additional sorting option. For ALPAY001, there are three sorting
options: Batch ID, Employee Name, and File Number.

9. Click (Save) if you want to re-use your reporting criteria at a later time.

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19-6 Generating the Pay Data Summary Report (ALPAY001)

10. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide. To view an illustration of the report, see the Standard Reports
Guide.

You have finished running the Pay Data Summary report.

Chapter 19: Generating Summary Reports

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 Generating the Pay Data Detail Report (ALPAY002) 19-7

Generating the Pay Data Detail Report

(ALPAY002)

Use this report to print detailed information on pay data transactions for the pay group
selected, with subtotals for each batch. Each pay entry is reported separately, with detailed
information on the employee and the transaction. Hours and earnings are fully reported, with
each category identified separately. Taxes, voluntary deductions, and memos are identified
and reported separately by category. If you have cancelled an automatic pay for an employee
through the Hours/Earnings panel (Payroll ~ Payroll Cycle ~ Step 3:Modify Pay Period
Information ~ Modify Pay Information), this is noted on the report in the Cancel AP field.

Each pay group you select is reported on separately with the appropriate totals and sorted
with the options you have selected.

 This report only notes automatic pay that is cancelled on the Hours/Earnings panel through
the Cancel Automatic Pay field. You can also cancel automatic pay by making an entry in
the Temp Rate, Rate Code, Tax Frequency, Special Actions F, X, or Y, or the Temp Dept
fields. If you enter regular hours for an hourly employee or regular earnings for a salaried
employee Automatic Pay is cancelled. To view a list employees with these types of automatic
pay cancellation, run the Automatic Pay Cancellation (ALPAY005) report.

To view and print a report that displays pay data input for a pay group, do the following:

1 . Select Payroll and make the following selections:

Payroll Cycle ~ Step 5: Run Reports and Verify Payroll Input

2. Double-click the Pay Data Detail (ALPAY002) task. The Pay Data Detail panel
displays.

For a description of the

fields on this panel,
press F1.

Figure 19-2. Pay Data Detail Panel

Chapter 19: Generating Summary Reports

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19-8 Generating the Pay Data Detail Report (ALPAY002)

3. In the Pay Group field, enter the pay group for which you want a pay data input report.

4. In the Batch ID field, enter the batch ID for which you want a pay data input report.
Leave this field blank if you want to include information on all batches.

5. To include this batches in the current pay cycle, select the Include Batches for Current
Pay Cycle Only check box.

6. Select the Include batches owned by current operator only check box to only include
those batches owned by the current user.

7. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated. For example, you
may have multiple users running the same report for the same pay group but with
different batches or data selected. In this instance, you could enter a report label that
included the profile ID (operator ID) which would provide a unique identifier.

• Only one report label is allowed regardless of the number of pay groups you are
reporting on.

• The report label you enter is appended to the filename of the generated report.
8. Use SSN Option to designate how, or if, you want the Social Security Numbers to print
on the report. The options that are available for selection depend on the field display
options selected on the user’s security profile (System Admin ~ Security Administration
~ Operator ~ Profile). If available, select one of the following:

• If the user profile is set to Hide or Mask, the SSN Option does not display on the
Pay Data Detail panel.

• If the user’s profile is set to Show, the options are:

– Show - print the entire Social Security Number on pay statement.
– Mask - print a partial Social Security Number (xxx-xxx-1234) on the pay
statement.

– Hide - do not print the Social Security Number on the pay statement.
 A user who decides to show the full unmasked value on the report output by selecting
Show will also receive a warning to protect the report output when the report is run.

For information on setting the pay group preferences for printing a Social Security
Number, see the Company Setup and Maintenance Guide. For information on setting
the user’s security profile for printing a Social Security Number, see the Application
Administrator’s Guide.

9. If you select the Group by Batch ID check box, the primary sort will be batch ID with
any additional sorting done through the sorting options you select. Selecting the Group
by Batch ID check box produces subtotals by batch ID. You do not need to select a batch
ID for an additional sort option if the check box is selected.

If you do not select the Group by Batch check box, the sorting priority will be based on
what you have designated in Select Sort Options but there will be no subtotals.

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 Generating the Pay Data Detail Report (ALPAY002) 19-9

10. From the Select Pay Group/Processing Group area, designate the pay groups or groups
you want to report on. From the Name field select a pay group or group. The Type and
Description display.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you have clicked in the Name field.
Select an additional pay group or groups.

A separate report file is generated for each pay group or group you include.

11. From the Select Sort Options area designate the sorting criteria and priority you want
for your information. Click in the Sort Field column to select a sorting option. The Field
Name displays.

To enter additional sorts, click in the Sort Field column, and then click (Insert Row). The
Insert icon is available only if you have clicked in the Sort Field column. Select an
additional sorting option. For ALPAY002, there are seven sorting options: Batch ID,
Clock Number, Employee Name, Payroll Cost Number, Payroll Department, Social
Security Number, and File Number.

 Sorting by Social Security Number is based on the user’s profile. If the user does not
have access to the Social Security Number, the report can be sorted by Social Security
Number but the Social Security Number will not display.

The following figure shows an example of a completed Pay Data Detail panel.

For a description of the

fields on this panel,
press F1.

Figure 19-3. Pay Data Detail Panel

12. Click (Save) if you want to re-use your reporting criteria at a later time.

13. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

Chapter 19: Generating Summary Reports

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19-10 Generating the Pay Data Detail Report (ALPAY002)

You have finished running the Pay Data Detail report.

Chapter 19: Generating Summary Reports

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 Generating the Special Entries/Balance Adjustments Report (ALPAY02A) 19-11

Generating the Special Entries/Balance

Adjustments Report (ALPAY02A)

Use this report to print detailed information for control hours, prior taxables, and
accumulators for the pay group selected.

The Special Entries/Balance Adjustments report includes employees that were hired before
the pay end date.

To generate the Special Entries and Balance Adjustments report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Special Entries/Balance Adjustments Rpt (ALPAY02A) task. The

Special Entries/Balance Adjustments panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-4. Special Entries/Balance Adjustments Panel

Chapter 19: Generating Summary Reports

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19-12 Generating the Special Entries/Balance Adjustments Report (ALPAY02A)

3. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated.

For example, you may have multiple users running the same report for the same pay
group but with different batches or data selected. In this instance, you could enter a report
label that included the profile ID (operator ID) which would provide a unique identifier.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

The report label you enter is appended to the filename of the generated report.

4. Use SSN Option to designate how, or if, you want the Social Security Numbers to print
on the report. The options that are available for selection depend on the field display
options selected on the user’s security profile (System Admin ~ Security Administration
~ Operator ~ Profile). If available, select one of the following:

• If the user profile is set to Hide or Mask, the SSN Option does not display on the
Special Entries/Balance Adjustments panel.

• If the user’s profile is set to Show, the options are:

– Show - print the entire Social Security Number on pay statement.
– Mask - print a partial Social Security Number (xxx-xxx-1234) on the pay
statement.

– Hide - do not print the Social Security Number on the pay statement.
 A user who decides to show the full unmasked value on the report output by selecting
Show will also receive a warning to protect the report output when the report is run.

For information on setting the pay group preferences for printing a Social Security
Number, see the Company Setup and Maintenance Guide. For information on setting
the user’s security profile for printing a Social Security Number, see the Application
Administrator’s Guide.

5. From Select Pay Group/Processing Group area, designate the pay groups or groups you
want to report on. From the Name field, select a pay group or group.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you click in the Name field. Select an
additional pay group or groups. A separate report file is generated for each pay group or
group you include.

 You can only run reports for the Pay Groups to which you have security access. For
more information, see “Accessing Pay Group Security” on page 2-8.

Chapter 19: Generating Summary Reports

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 Generating the Special Entries/Balance Adjustments Report (ALPAY02A) 19-13

6. From the Select Sort Options group designate the sorting criteria and priority you want
for your information. Click in the Sort Field column to select a sorting option. The Field
Name displays.

To enter additional sorts, click in the Sort Field column, and then click (Insert Row).
The Insert icon is available only if you have clicked in the Sort Field column. Select an
additional sorting option. For ALPAY02A, there are three sorting options: Employee
Name, File Number, and Social Security Number.

 Sorting by Social Security Number is based on the user’s profile. If the user does not
have access to the Social Security Number, the report can be sorted by Social Security
Number but the Social Security Number will not display.

7. Click (Save) if you want to re-use your reporting criteria at a later time.

8. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Special Entries/Balance Adjustments report.

Chapter 19: Generating Summary Reports

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19-14 Generating the Manual Check Detail Report (ALPAY003)

Generating the Manual Check Detail Report

(ALPAY003)

After you import manual check detail into ADP Enterprise HR, you can generate the Manual
Check Detail report to see the information. The Manual Check Detail report displays a
detailed list of the check adjustments and reversals you have entered for a pay group. This
report prints a detailed list of Prepaid/Void check transactions, with the following
information for each check: file number, payee name, pay number, pay type, pay frequency,
pay begin date, pay end date, total hours worked and check number. Also provided is a
detailed listing of gross amount, taxes, and deductions by category and resulting net amount.

 The Manual Check Detail Report (ALPAY003) is also referred to as the Verification Report
(ALPAY003), which you access under Payroll ~ Post-Payroll Cycle ~ View
Checks/Reversals/Adjustments. See “Running the Verification Report (ALPAY003)”
on page 12-59.

For each job number represented by the check, the following information is provided: temp
department, temp rate, and a detailed listing of hours, earnings, and memo entries.

Report totals are provided for gross, net, deductions, taxes categorized by type, and hours
and earnings categorized as regular, overtime and “other.”

The Manual Check Detail report includes employees that were hired before the pay end date.

To view a report that displays the details for manual checks for a pay group, do the
following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

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 Generating the Manual Check Detail Report (ALPAY003) 19-15

2. Double-click the Manual Check Detail (ALPAY003) task. The Manual Check Detail
panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-5. Manual Check Detail Panel

3. In the Batch ID field, enter a batch to include in the report. If you leave the field blank,
all batches in the pay group will print.

4. Select from one of the following:

• To include only those batches for the current pay cycle in the report, select Include
batches for current pay cycle only.

• To include only those batches owned by the current user, select Include batches
owned by the current operator only.
5. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated.

For example, you may have multiple users running the same report for the same pay
group but with different batches or data selected. In this instance, you could enter a report
label that included the profile ID (operator ID) which would provide a unique identifier.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

The report label you enter is appended to the filename of the generated report.

6. If you select the Group by Batch ID check box, the primary sort will be batch ID with
any additional sorting done through the sorting options you select. Selecting Group by
Batch ID will produces sub-totals by batch ID. You do not need to select a batch ID for
an additional sort option if the check box is selected.

If you do not select Group by Batch, the sorting priority will be based on what you have
designated in Select Sort Options but there will be no sub totals.

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19-16 Generating the Manual Check Detail Report (ALPAY003)

7. From Select Pay Group/Processing Group area, designate the pay groups or groups you
want to report on. From the Name field, select a pay group or group.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you click in the Name field. Select an
additional pay group or groups. A separate report file is generated for each pay group or
group you include.

 You can only run reports for the Pay Groups to which you have security access. For
more information, see “Accessing Pay Group Security” on page 2-8.

8. From the Select Sort Options area, designate the sorting criteria and priority you want
for your information. Click in the Sort Field column to select a sorting option. The Field
Name displays.

To enter additional sorts, click in the Sort Field column, and then click (Insert
Row). The Insert icon is available only if you have clicked in the Sort Field column.
Select an additional sorting option. For ALPAY003, there are three sorting options:
Batch ID, Employee Name, and File Number.

9. Click (Save) if you want to re-use your reporting criteria at a later time.

10. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Manual Check Detail report.

Chapter 19: Generating Summary Reports

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 Generating the Third Party Sick Pay Detail Report (ALPAY004) 19-17

Generating the Third Party Sick Pay Detail

Report (ALPAY004)

This report provides a detailed list of third party sick pay transactions. The following
information is provided for each transaction: file number, employee name, pay number,
temp department, taxable and non-taxable sick pay, and a listing of taxes deducted by
category.

The Third Party Sick Pay Detail report includes employees that were hired before the pay
end date.

To generate the Third Party Sick Pay Detail, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Third Party Sick Pay Detail (ALPAY004) task. The Third Party Sick
Pay Detail panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-6. Third Party Sick Pay Detail Panel

3. In the Pay Group field, select the pay group for which to run the report.

4. In the Batch ID field, enter a batch to include in the report. If you leave the field blank,
all batches in the pay group will print.

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19-18 Generating the Third Party Sick Pay Detail Report (ALPAY004)

5. Select one of the following:

• To include only those batches for the current pay cycle in the report, select Include
Batches for Current Pay Cycle Only.

• Select the Include owned batches only check box to only include batches owned by
the current user.
6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Third Party Sick Pay Detail report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
 Generating the Automatic Pay Cancellations Report (ALPAY005) 19-19

Generating the Automatic Pay Cancellations

Report (ALPAY005)

This report provides a list of those employees whose automatic pay status has been canceled.
Employees with automatic pay status include all salaried employees, and hourly employees
who have a positive value for standard hours. The pay group must also be configured for
automatic pay in the pay group options table.

 Employees with standard hours and automatic pay are not included in this report.

Cancellation of automatic pay status can occur for a pay record with a pay number 1 if any
of the following are non-zero: cancel automatic pay; tax frequency; paycheck tax frequency,
shift value of 1; special action value of F, X, or Y; rate code; temp rate; zero temp rate;
temporary dept; temporary cost number; hours value for hourly employees; earnings value
for salaried employees.

For each employee canceled, the following information is provided: file number, employee
name, status, pay number, batch id, reason for pay cancellation, regular hours and regular
earnings totals. Only the first reason encountered for pay cancellation is printed.

The Automatic Pay Cancellations report includes employees that were hired before the pay
end date.

To generate the Automatic Pay Cancellations report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

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19-20 Generating the Automatic Pay Cancellations Report (ALPAY005)

2. Double-click the Automatic Pay Cancellations (ALPAY005) task. The Automatic Pay
Cancellations panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-7. Automatic Pay Cancellations Panel

3. In the Batch ID field, enter a batch to include in the report. If you leave the field blank,
all batches in the pay group will print.

4. Select one of the following:

• To include only those batches for the current pay cycle in the report, select Include
Batches for Current Pay Cycle Only.

• Select the Include batches owned by current operator only check box to include
only the batches owned by the current user.
5. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated.

For example, you may have multiple users running the same report for the same pay
group but with different batches or data selected. In this instance, you could enter a report
label that included the profile ID (operator ID) which would provide a unique identifier.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

The report label you enter is appended to the filename of the generated report.

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 Generating the Automatic Pay Cancellations Report (ALPAY005) 19-21

6. From Select Pay Group/Processing Group area, designate the pay groups or groups you
want to report on. From the Name field, select a pay group or group.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you click in the Name field. Select an
additional pay group or groups. A separate report file is generated for each pay group or
group you include.

 You can only run reports for the Pay Groups to which you have security access. For
more information, see “Accessing Pay Group Security” on page 2-8.

7. From the Select Sort Options group designate the sorting criteria and priority you want
for your information. Click in the Sort Field column to select a sorting option. The Field
Name displays.

To enter additional sorts, click in the Sort Field column, and then click (Insert Row).
The Insert icon is available only if you have clicked in the Sort Field column. Select an
additional sorting option. For ALPAY005, there are three sorting options: Batch ID,
Employee Name, and File Number.

8. Click (Save) if you want to re-use your reporting criteria at a later time.

9. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Automatic Pay Cancellations report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
19-22 Generating the Total Hours by Job Number Report (ALPAY006)

Generating the Total Hours by Job Number

Report (ALPAY006)

This report lists total hours grouped by job number. For each job number, a list of employees
is provided with hours worked totaled by regular, overtime, and “other.” For each employee,
the following information is provided: file number, employee name, temp department, home
department, status, pay number, batch ID, shift code, and hours subtotaled by category.

The Total Hours By Job Number report includes employees that were hired before the pay
end date.

To generate the Total Hours By Job Number report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Total Hours By Job Number (ALPAY006) task. The Total Hours by
Job Cost Number panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-8. Total Hours By Job Cost Number Panel

3. Select the pay group for which you want to generate the report from the Pay Group field.

4. To include only those batches for the current pay cycle in the report, select Include
Batches for Current Pay Cycle Only.

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 Generating the Total Hours by Job Number Report (ALPAY006) 19-23

5. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Total Hours by Job Number report.

Chapter 19: Generating Summary Reports

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19-24 Generating the Temporary Department Report (ALPAY007)

Generating the Temporary Department Report

(ALPAY007)

This report lists total hours grouped by temporary department. For each temporary
department, a list of employees is provided with total hours and earnings. For each
employee, the following information is provided: temp department, file number, employee
name, home department, status, pay number, batch ID, shift code, temp rate, total hours and
total earnings.

The Temporary Department report includes employees that were hired before the pay end.

To generate the Temporary Department report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Temporary Department report (ALPAY007) task. The Temporary

Department panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-9. Temporary Department Panel

3. Select the pay group for which you want to generate the report from the Pay Group field.

4. To include only those batches for the current pay cycle in the report, select Include
Batches for Current Pay Cycle Only.

5. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

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 Generating the Temporary Department Report (ALPAY007) 19-25

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Temporary Department report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
19-26 Generating the Salaried Employees with Hours Report (ALPAY008)

Generating the Salaried Employees with Hours

Report (ALPAY008)

This report lists all salaried employees who have a value for hours worked. For each
employee listed, the following information is provided: file number, employee name, home
department, status, pay number, batch id, and hours. Hours are fully reported, with regular,
overtime, and other categories listed separately. Report totals are provided for regular,
overtime, and other hours.

The Salaried Employees with Hours report includes employees that were hired before the
pay end date.

To generate the Salaried Employees with Hours report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Salaried Employees With Hours (ALPAY008) task. The Salaried
Employees With Hours panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-10. Salaried Employees With Hours Panel

3. Select the pay group for which you want to generate the report from the Pay Group field.

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 Generating the Salaried Employees with Hours Report (ALPAY008) 19-27

4. Select one of the following:

• To include only those batches for the current pay cycle in the report, select Include
Batches for Current Pay Cycle Only.

• To include only those batches owned by the current user, select Include owner
batches only.
5. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Salaried Employees with Hours report.

Chapter 19: Generating Summary Reports

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19-28 Generating the Salary Change Without Earnings Change Report (ALPAY009)

Generating the Salary Change Without Earnings

Change Report (ALPAY009)

This report lists any active salaried employees for whom pay rate information was entered or
changed during the last pay period without a corresponding earnings change.

For each employee listed, the following information is provided: file number, employee
name, pay number, batch ID, pay rate, and regular earnings.

The Salary Change without Earnings Change report includes employees that were hired
before the pay end date.

To generate the Salary Change without Earnings Change report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Salary Change without Earnings Change (ALPAY009) task. The
Salaried Change without Earnings Change panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-11. Salaried Change Without Earnings Change Panel

3. Select the pay group for which you want to generate the report from the Pay Group field.

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 Generating the Salary Change Without Earnings Change Report (ALPAY009) 19-29

4. Select one of the following:

• To include only those batches for the current pay cycle in the report, select the
Include Batches for Current Pay Cycle Only check box.

• To include only those batches owned by the current user, select the Include owned
batches only check box.
5. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide.To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Salaried Change Without Earnings Change report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
19-30 Generating the Active Hourly Employees Without Hours Report (ALPAY010)

Generating the Active Hourly Employees

Without Hours Report (ALPAY010)

This report lists any active hourly employees who have no pay transactions, either because
no pay data was entered or because automatic pay was canceled and includes employees that
were hired before the pay end date.

For each employee listed, the following information is provided: file number, employee
name, clock number, department number and, if appropriate, an indication that automatic
pay was canceled. In addition, the report includes full-time/part-time status as well as other
information such as leave details.

 Hourly employees with automatic standard hours are not included in this report. For a
complete listing of automatic pay cancellations, you can run the Automatic Pay Cancellations
report (Autolink Reports ~ Payroll ~ Automatic Pay Cancellations (ALPAY005)).

To generate the Active Hourly Employees without Hours report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Active Hourly Employees Without Hours (ALPAY010) task. The
Active Hourly Employees Without Pay panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-12. Active Hourly Employees Without Pay Panel

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 Generating the Active Hourly Employees Without Hours Report (ALPAY010) 19-31

3. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated.

For example, you may have multiple users running the same report for the same pay
group but with different batches or data selected. In this instance, you could enter a report
label that included the profile ID (operator ID) which would provide a unique identifier.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

The report label you enter is appended to the filename of the generated report.

4. To include only those batches for the current pay cycle in the report, select the Include
Batches for Current Pay Cycle Only check box.

5. From Select Pay Group/Processing Group area, designate the pay groups or groups you
want to report on. From the Name field, select a pay group or group.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you click in the Name field. Select an
additional pay group or groups. A separate report file is generated for each pay group or
group you include.

 You can only run reports for the Pay Groups to which you have security access. For
more information, see “Accessing Pay Group Security” on page 2-8.

6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Active Hourly Employees Without Hours report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
19-32 Generating the Inactive Employees With Paydata Report (ALPAY011)

Generating the Inactive Employees With

Paydata Report (ALPAY011)

This report lists any inactive employees who have pay transactions. For each employee
listed, the following information is provided: file number, employee name, status, batch ID,
pay number, and hours and earnings subtotaled as regular, overtime, or “other.” Hours and
earnings categories are subtotaled for each batch.

The Inactive Employees with Paydata report includes employees that were hired before the
pay end date.

To generate the Inactive Employees with Paydata report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Inactive Employees With Paydata (ALPAY011) task. The Inactive
Employees With Paydata panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-13. Inactive Employees With Paydata Panel

3. From the Select Report Data area, enter a Batch ID or leave blank to include all batches.

4. Select the following:

• To include only those batches for the current pay cycle in the report, select Include
batches for current pay cycle only.

• To include batches owned by the current user, select Include batches owned by
current operator only.

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 Generating the Inactive Employees With Paydata Report (ALPAY011) 19-33

5. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated.

For example, you may have multiple users running the same report for the same pay
group but with different batches or data selected. In this instance, you could enter a report
label that included the profile ID (operator ID) which would provide a unique identifier.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

The report label you enter is appended to the filename of the generated report. For
example, if you are reporting on pay groups 22D and BIW and you enter a report label
of WKLY, the generated reports will have the filenames, alpay001_22d_wkly.lis
and alpay001_biw_wkly.lis. Since using a report label creates a unique filename for
the generated report, your report will not get overwritten when someone else generates
the same report.

6. From Select Pay Group/Processing Group area, designate the pay groups or groups you
want to report on. From the Name field, select a pay group or group.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you click in the Name field. Select an
additional pay group or groups. A separate report file is generated for each pay group or
group you include.

 You can only run reports for the Pay Groups to which you have security access. For
more information, see “Accessing Pay Group Security” on page 2-8.

7. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file through the Process Monitor by clicking .

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Inactive Employees With Paydata report.

Chapter 19: Generating Summary Reports

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19-34 Generating the Total Hours Outside of Range Report (ALPAY012)

Generating the Total Hours Outside of Range

Report (ALPAY012)

This report lists employees who have total hours that are above or below a specified value.
For each employee listed, the following information is provided: file number, employee
name, home department, status, rate 1 code, pay number, batch ID, and hours reported by
category. Hours categories are totaled at the end of the report.

The Total Hours Outside of Range report includes employees that were hired before the pay
end date and identifies those who have hours outside the designated upper or lower limit.

To generate the Total Hours Outside of Range report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Total Hours Outside of Range (ALPAY012) task. The Total Hours
Outside of Range panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-14. Total Hours Outside Of Range Panel

3. From the Select Report Data area, do the following:

• To include only those batches for the current pay cycle in the report, select Include
batches for current pay cycle only.

• You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the
Report Label field if you want to include a report label for the report. A report label,
which is optional, is useful in identifying a specific report that’s been generated.

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 Generating the Total Hours Outside of Range Report (ALPAY012) 19-35

• In the Upper Limit field, enter a number indicating the total hours’ upper limit for
the report.

• If you want to run the report for hours below the lower limit, enter the limit number
in the Lower Limit field.
If a lower limit is entered, the upper limit field will be grayed, and if an upper limit is
entered, the lower limit will be grayed. This allows you to run a separate report for
hours exceeding the upper hour limit and a separate report for hours below the lower
hour limit.

4. From the Select Pay Group/Processing Group area, select the pay group for which you
want to generate the report from the Name field. The Type and Description display.

5. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Total Hours Outside Of Range report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
19-36 Printing a Manual Check (ALPAY013)

Printing a Manual Check (ALPAY013)

Use the check printing function to print any manual check, whether you created it through
CheckMate or through the manual check process in pay data entry. You can also view the
pay period begin and end dates listed below Net Pay. You can view the current pay period
and year-to-date amounts for total hours worked in the “Other Benefits and Information”
section of the pay statement.

For more information about printing a check through CheckMate, see “Printing a Check”
on page 13-93.

The following rules apply to printing manual checks:

• Entries with blank check numbers will not be combined.

• If a check has no check number, you cannot print the check.
• If different from federal, state marital status and exemptions print separately in the
Additional Information area (Payroll ~ Employee Information & Processes ~ Change Tax
Information ~ Tax Information ~ Add’l State/Local Tax Info).

• Printing local marital status and exemptions on pay statements is based on the selections
on the Local W4 Configuration panel (System Admin ~ Autolink Payroll Setup
(Required) ~ Tax Codes ~ State/Local W4 Configuration).
An Additional Bank ID, used for the fractional routing number, is set up on the Bank
Accounts panel (System Admin ~ Human Resources Setup (Required) ~ Human Resources
Setup ~ Bank Accounts) for each transit number. The Additional Bank ID becomes the
left-most portion of the fractional routing number to the left of the hyphen on your checks.
The one-to-three digit Additional Bank ID represents the city, state, or territory of the
banking institution and is the only portion of the fractional routing number that cannot be
automatically derived from the transit number. Leading zeroes for the fractional routing
number are dropped when printed on checks, as follows:

• 123-4567/8901123 is the Additional Bank ID

• 12-456/789 12 is the Additional Bank ID
• 1-2/3451 is the Additional Bank ID
 For more information about setting up the Additional Bank ID number, see the Hiring, Staffing,
and Job Maintenance Guide.

The Print Check (ALPAY013) task prints a single, consolidated check for Labor
Distribution checks. All labor entries with separate pay numbers but the same check number
will be combined and printed as a single check. For example, a CheckMate result displays a
check with three labor distribution records. When the check is posted, it will create three
separate pay numbers in the adjustments area but print a single check for the employee.

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 Printing a Manual Check (ALPAY013) 19-37

You can select the print options for your manual checks at the pay group level on the
Manual Check Print Options by Pay Group panel (Autolink Payroll Setup (Optional) ~
Check Printing). These options must be set specifically for each pay group. For more
information, see Chapter 7 in the Company Setup and Maintenance Guide.

Printing a Range of Check Numbers

You can print manual and off-cycle checks within a range of check numbers.
Although you can use either the Print Check (ALPAY013) task or the CheckMate process to
Generating the
print a manual or off-cycle checks, you must use the Print Check (ALPAY013) task to print a
Manual Check
range of checks. Also, you must have check printing privileges for the pay group. For more
Detail Report information, see the Application Administrator’s Guide.
(ALPAY003)
 Printing a Range When you print a range of checks, the pay begin and pay end dates might already be
of Check assigned to some or all of the checks. The dates might be the same for all the checks in the
Numbers range, or they might vary among the checks. A message is displayed informing you about
Printing Checks your options for printing the range of checks you selected. Table 19-1 describes the options.

Table 19-1. Options for Printing a Range of Checks

If this happens You can do this

Identical pay begin and end dates • To use the assigned dates, leave the Retain existing
are already assigned to all the pay begin/end dates check box selected.
checks within the range.
• To assign a different begin and end date to all the
 The assigned dates are checks within the range:
displayed in the Pay Begin and
Pay End fields. You can edit
- Deselect the Retain existing pay begin/end dates
the fields. check box.

Varying pay begin and end dates - Assign the begin and end dates you want to use.
are already assigned to all the
checks within the range.
 Today’s date is displayed in the
Pay Begin and Pay End date
fields. You can edit the fields.

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19-38 Printing a Manual Check (ALPAY013)

Table 19-1. Options for Printing a Range of Checks

If this happens You can do this

Identical pay begin and end dates • To assign the dates displayed in the panel to the
are already assigned to some of checks without assigned dates, leave the Retain
the checks within the range. existing pay begin/end dates check box selected.
 The assigned dates are • To assign a different begin and end date to the
displayed in the Pay Begin and checks without assigned dates:
Pay End date fields. You can
edit the fields. - Leave the Retain existing pay begin/end dates
check box selected.
Varying pay begin and end dates
are already assigned to some of - Enter the begin and end date you want to use for
the checks within the range. the remaining checks.

 Today’s date is displayed in the

• To assign a different begin and end date to all the
checks in the range:
Pay Begin and Pay End date
fields. You can edit the fields. - Deselect the Retain existing pay begin/end dates
check box.
- Enter the new begin and end dates.

Chapter 19: Generating Summary Reports

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 Printing a Manual Check (ALPAY013) 19-39

Printing Checks
To print a check:

Generating the 1 . Click Payroll and make the following selections:

Manual Check
Detail Report
(ALPAY003) Autolink Reports ~ Check Print Processes

Printing a Range of
Check Numbers
2. Double-click the Print Check (ALPAY013) task. The Print Check (ALPAY013)
 Printing Checks panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-15. Print Check (ALPAY013) Panel

3. Select the Pay Group for which the check information will be created.

4. From the Batch ID field, select a batch ID or leave blank to include all batches.

5. In the Begin Check Number and End Check Number fields, enter the beginning and
ending check numbers.

6. To determine whether to select or clear the Retain existing pay begin/end dates check
box, see Table 19-1 on page 19-37.

7. If appropriate, enter a Check Message in the available fields.

8. Enter a Pay Begin Date or leave the date entered.

9. Enter the Pay End Date or leave the date entered.

10. Enter the Check Date for the checks.

Chapter 19: Generating Summary Reports

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19-40 Printing a Manual Check (ALPAY013)

11. In the SSN Option field, designate how, or if, you want the Social Security Number to
print on the pay statement.

 If the employee ID has been designated to print on pay stubs through the Manual
Checks Print Options panel (System Admin ~ Autolink Setup (Optional) ~ Check Printing
~ Manual Check Print Options by Pay Group), SSN Option is grayed and unavailable.

Select one of the following options from the SSN Option field, if available:

• Mask - Print a partial Social Security Number (xxx-xxx-1234) on the pay statement.
• Hide - Do not print the Social Security Number on the pay statement.
 The options that are available for selection depend on the field display options selected
on the user’s security profile (System Admin ~ Security Administration ~ Operator ~
Profile).

Users set up with Show for SSN in Operator Security will not be able to ‘Show’ SSN on
pay statements. It will always be either Mask or Hide. If the user profile is set to Hide,
the SSN option is grayed out when running reports. Users with Hide set for SSN in
Operator Security will not be able to print checks with the Mask option for SSN. Users
with Mask set for SSN can either use Mask or Hide when printing checks. For more
information on the user profile settings, see the Application Administrator’s Guide.

12. Select the Print YTD Balances option you want to use for your checks.

 T he default for Print Balances is set through the Manual Check Print Options panel
(System Admin ~ Autolink Setup (Optional) ~ Check Printing). You can use this field to
override the default.

The options are:

• None - Select this option to print no year-to-date information prints on the checks.
• All (Include Spec Accum) - Select this option to print both the gross pay and the tax
balances as well as selected special accumulator balances.
The amounts for the current checks are added to the year-to-date balances to print an
adjusted year-to-date balance on the check.

• Gross and Taxes - Select this option to print the year-to-date gross and taxes on the
manual check. The information prints only if the latest balances have been loaded
from AutoPay.

• Gross, Taxes and PTO Hours - Select this option to print year-to-date balances for
gross, taxes and PTO hours.
13. Select the Print Company Phone Number check box to print the company’s phone
number.

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 Printing a Manual Check (ALPAY013) 19-41

14. Select the Print Rate Detail check box to print details, such as hourly pay or salary, on
the check.

Depending on the amount of detail for a check, printing additional rate detail may cause
a check to expand to print on multiple pages. You can designate what you want to occur
when the additional detail causes the check to go to multiple pages. Do one of the
following:

• To print as many additional statements as necessary, clear the One Page per Check
check box. The check/voucher portion of the statement is marked VOID.
or

• To limit these checks to one page, for example if you use pre-printed check stock,
select the One Page per Check check box. The check detail will be summarized on
a single page.
15. Specify the Print Priority you want to use for the summarization of earnings and
deductions. To summarize checks to one page, either earnings, deductions, or both may
need to be summarized. You can summarize earnings first, deductions first, or the same
number of earnings and deductions.

16. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, click (Report
Outputs).

 When you click Run Report, the begin and end dates are saved. If you need to reprint
the check, the same dates will be displayed on the panel.

If signatures and/or logos have been set up for use when printing checks, the Select
Macro dialog displays.

Figure 19-16. Select Macro dialog box

17. If you want to print a signature on the check, select a signature from the Select macro
file for Signature field and click OK. The Select Macro dialog box re-displays.

18. If you want to print a logo on the check, select a logo from the Select macro file for Logo
field and click OK.

 The Select Macro dialog box displays only if you have signatures and/or logos set up
and loaded. For information, see Appendix C, “Using Image Files.”

A secondary browser window displays your report.

19. Click (Print) from the report viewer’s toolbar. The Print dialog displays.

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19-42 Printing a Manual Check (ALPAY013)

20. Click OK.

 If the pay group is setup to include the company, file number, department number, clock
number, and check number on the pay printed check, these print at the top of the check.
This is designated on the Statement Print Options panel (System Admin ~ Autolink
Payroll Setup (Optional) ~ Check Printing ~ Manual Check Print Options by Pay Group.
For more information on setting up the options for a printed manual check, see
“Selecting Statement Print Options” on page A-6.

You have finished printing a check.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
 Generating the Deduction Summary by Deduction Code Report (ALPAY014) 19-43

Generating the Deduction Summary by

Deduction Code Report (ALPAY014)

This report prints a summary list of deduction totals for each deduction code. Company
code, pay group, and pay ending date are retrieved based on the pay run ID you enter. Each
pay group in the pay run is processed, with one pay group printed per page.

For each deduction code, deduction classes are printed and totaled separately. The deduction
code total is then printed, and all deductions for the pay group are totaled at the bottom of
the page. The deduction total for the company is printed at the end of the report.

To generate the Deduction Summary by Deduction Code report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Deduction Verification Summary (ALPAY014) task. The Deduction

Verification Summary panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-17. Deduction Verification Summary Panel

3. Enter the Payroll Run Year, Week Number, and Payroll Number for the information
you want to generate.

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19-44 Generating the Deduction Summary by Deduction Code Report (ALPAY014)

4. From the Pay Group field, select the pay group from which you want to pull the
information.

 You can only run reports for the Pay Groups to which you have security access. For
more information, see “Accessing Pay Group Security” on page 2-8.

5. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Deduction Verification Summary report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
 Generating the Deduction Register by Employee Report (ALPAY015) 19-45

Generating the Deduction Register by Employee

Report (ALPAY015)

This report prints a detailed deduction list for each employee, subtotaled by employee, pay
group, and company. Company code, pay group, and pay ending date are retrieved based on
the pay run id you enter. Each pay group in the pay run is processed, with one pay group
printed per page.

For each employee, the following information is presented: file number, employee ID,
employee name, and deduction totals. For each deduction applicable to an employee, the
following information is given: plan type, deduction code, deduction class, and deduction
amount.

Each pay group is presented on a separate page, with total deduction amount for the pay
group. The deduction total for the company is printed at the end of the report.

 When you print this report, the actual title on the report will appear as “Deduction Register by
Employee.”

To generate the Deduction Register by Employee report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Deduction Verification Detail (ALPAY015) task. The Deduction

Verification Detail panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-18. Deduction Verification Detail Panel

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19-46 Generating the Deduction Register by Employee Report (ALPAY015)

3. Enter the Payroll Run Year, Week Number, and Payroll Number for the information
you want to generate.

4. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated.

For example, you may have multiple users running the same report for the same pay
group but with different batches or data selected. In this instance, you could enter a report
label that included the profile ID (operator ID) which would provide a unique identifier.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

The report label you enter is appended to the filename of the generated report. For
example, if you are reporting on pay groups 22D and BIW and you enter a report label
of WKLY, the generated reports will have the filenames, alpay001_22d_wkly.lis
and alpay001_biw_wkly.lis. Since using a report label creates a unique filename for
the generated report, your report will not get overwritten when someone else generates
the same report.

5. From Select Pay Group/Processing Group area, designate the pay groups or groups you
want to report on. From the Name field, select a pay group or group.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you click in the Name field. Select an
additional pay group or groups. A separate report file is generated for each pay group or
group you include.

 You can only run reports for the Pay Groups to which you have security access. For
more information, see “Accessing Pay Group Security” on page 2-8.

6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Deduction Verification Detail report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
 Generating the Deduction Calculation Error Report (ALPAY017) 19-47

Generating the Deduction Calculation Error

Report (ALPAY017)

This report list the errors that occur during the calculate deductions process. Message IDs
are looked up in the PAY_MESSAGE_TBL and the long description is placed on the report
along with the pay group, company, pay end date, and employee ID.

Error messages are grouped together first on the report, followed by the warning
messages.You will get a Success status when running ALPAY017 if you have warning
messages only. If you have any error messages, you will get a NotSuccess status.

To generate the Deduction Calculation Error report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Deduction Calculation Error Report (ALPAY017) task. The

Deduction Calculation Error Report panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-19. Deduction Calculation Error Report Panel

3. Enter the Payroll Run Year, Week Number, and Payroll Number for the information
you want to generate.

Chapter 19: Generating Summary Reports

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19-48 Generating the Deduction Calculation Error Report (ALPAY017)

4. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated.

For example, you may have multiple users running the same report for the same pay
group but with different batches or data selected. In this instance, you could enter a report
label that included the profile ID (operator ID) which would provide a unique identifier.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

The report label you enter is appended to the filename of the generated report. For
example, if you are reporting on pay groups 22D and BIW and you enter a report label
of WKLY, the generated reports will have the filenames, alpay001_22d_wkly.lis
and alpay001_biw_wkly.lis. Since using a report label creates a unique filename for
the generated report, your report will not get overwritten when someone else generates
the same report.

5. From Select Pay Group/Processing Group area, designate the pay groups or groups you
want to report on. From the Name field, select a pay group or group.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you click in the Name field. Select an
additional pay group or groups. A separate report file is generated for each pay group or
group you include.

 You can only run reports for the Pay Groups to which you have security access. For
more information, see “Accessing Pay Group Security” on page 2-8.

6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Deduction Calculation Error report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
 Generating the Deduction Calculation Exception Report (ALPAY018) 19-49

Generating the Deduction Calculation Exception

Report (ALPAY018)

This report is from the calculate deductions process that lists exception employees that did
not get confirmed. An employee with a pay status of 'C' (calculated) or 'F' (confirmed) will
not be reported.

To generate the Deduction Calculation Exception report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Deduction Calculation Exception Report (ALPAY018) task. The

Deduction Calculation Exception Report panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-20. Deduction Calculation Exception Report Panel

3. Enter the Payroll Run Year, Week Number, and Payroll Number for the information
you want to generate.

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19-50 Generating the Deduction Calculation Exception Report (ALPAY018)

4. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated.

For example, you may have multiple users running the same report for the same pay
group but with different batches or data selected. In this instance, you could enter a report
label that included the profile ID (operator ID) which would provide a unique identifier.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

5. From Select Pay Group/Processing Group area, designate the pay groups or groups you
want to report on. From the Name field, select a pay group or group.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you click in the Name field. Select an
additional pay group or groups. A separate report file is generated for each pay group or
group you include.

 You can only run reports for the Pay Groups to which you have security access. For
more information, see “Accessing Pay Group Security” on page 2-8.

6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Deduction Calculation Exception report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
 Running the Paydata/Job Differences Report (ALPAY023) 19-51

Running the Paydata/Job Differences Report

(ALPAY023)

Use the Paydata/Job Differences report to identify differences between an employee’s pay
data and job information for the shift, department ID, and rate information.

The Paydata/Job Differences report includes employees that were hired before the pay end
date.

To generate the pay data/job differences report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Paydata/Job Differences report (ALPAY023) task. The Paydata/Job

Differences Report panel displays.

For a description of the

fields on this panel, press
F1.

Figure 19-21. Paydata/Job Differences Report Panel

3. In the Pay Group field, enter the pay group for which you want to a differences report.

4. In the Batch ID field, enter the batch ID for which you want a differences report. Leave
this field blank if you want to include information from all batches.

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19-52 Running the Paydata/Job Differences Report (ALPAY023)

5. Select one of the following:

• Select Include Batches for Current Pay Cycle Only to include only those batches
for the current pay cycle in the report.

• To include batches owned by the current user, select Include batches owned by
current operator only.
6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Paydata/Job Differences report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
 Running the PTO-Current Cycle Activity Report (ALPAY024) 19-53

Running the PTO-Current Cycle Activity Report

(ALPAY024)

The PTO-Current Cycle Activity Report generates a report containing the total paid time off
balance for each employee along with the paid time off requested for the current pay period
for each controlled hours earnings code. This includes all controlled hours entered through
pay data entry, rapid pay data entry, manual checks, and imported pay data.

Total requested hours display for each pay group/file number and each controlled hours
number on a report. The report also includes total hours allowed, taken, and the current
year-to-date balances. You can also generate a report containing only negative balances.
You can use the negative balances report to check for negative paid time off balances after
pay data is entered input and make corrections as needed before running Prepare for
Transmission (PFT).

To view and print the PTO-Current Cycle Activity Report, do the following:

1 . Select Payroll and make the following selections:

Payroll Cycle ~ Step 5: Run Reports and Verify Payroll Input

2. Double-click the PTO-Current Cycle Activity Report (ALPAY024) task. The

PTO-Current Cycle Activity panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-22. PTO-Current Cycle Activity Panel

Chapter 19: Generating Summary Reports

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19-54 Running the PTO-Current Cycle Activity Report (ALPAY024)

3. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that’s been generated.

For example, you may have multiple users running the same report for the same pay
group but with different batches or data selected. In this instance, you could enter a report
label that included the profile ID (operator ID) which would provide a unique identifier.

 Only one report label is allowed regardless of the number of pay groups you are
reporting on.

The report label you enter is appended to the filename of the generated report. For
example, if you are reporting on pay groups 22D and BIW and you enter a report label
of WKLY, the generated reports will have the filenames, alpay001_22d_wkly.lis
and alpay001_biw_wkly.lis. Since using a report label creates a unique filename for
the generated report, your report will not get overwritten when someone else generates
the same report.

4. To include the batch in the current pay cycle, select Include Batches for Current Pay
Cycle Only.

5. From Select Pay Group/Processing Group area, designate the pay groups or groups you
want to report on. From the Name field, select a pay group or group.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert icon is available only if you click in the Name field. Select an
additional pay group or groups. A separate report file is generated for each pay group or
group you include.

 You can only run reports for the Pay Groups to which you have security access. For
more information, see “Accessing Pay Group Security” on page 2-8.

6. From the Select Sort Options group designate the sorting criteria and priority you want
for your information. Click in the Sort Field column to select a sorting option. The Field
Name displays.

To enter additional sorts, click in the Sort Field column, and then click (Insert Row).
The Insert Row icon is available only if you click in the Sort Field column. Select an
additional sorting option. For ALPAY024, there are three sorting options: Controlled
Hours Code, Cost Number, Department ID, File Number, Name, Payroll Department ID.

7. Click (Save) if you want to re-use your reporting criteria at a later time.

8. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, click (Report
Outputs) to view the report.

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide. To view an illustration of the report, see the Standard Reports
Guide.

Chapter 19: Generating Summary Reports

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 Running the PTO-Current Cycle Activity Report (ALPAY024) 19-55

You have finished running the PTO/Current Cycle Activity report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
19-56 Generating the Total Hours by Cost Number Report (ALPAY026)

Generating the Total Hours by Cost Number

Report (ALPAY026)

This report lists total hours grouped by cost number. For each cost number, a list of
employees is provided with hours worked totaled by regular, overtime, and “other.” For
each employee, the following information is provided: file number, home cost number,
employee name, status, pay number, batch ID, regular hours, overtime hours, and total
hours. The information is subtotaled by category.

The Total Hours By Cost Number report includes employees that were hired before the pay
end date and identifies those who have pay data that will not be included with the current
payroll run.

To generate the Total Hours By Cost Number report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Total Hours By Cost Number (ALPAY026) task. The Total Hours by
Cost Number panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-23. Total Hours By Cost Number Panel

3. Select the pay group for which you want to generate the report from the Pay Group field.

4. To include only those batches for the current pay cycle in the report, select Include
Batches for Current Pay Cycle Only.

Chapter 19: Generating Summary Reports

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 Generating the Total Hours by Cost Number Report (ALPAY026) 19-57

5. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Total Hours by Cost Number report.

Chapter 19: Generating Summary Reports

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19-58 Generating the Temporary Cost Number Report (ALPAY027)

Generating the Temporary Cost Number Report

(ALPAY027)

This report lists total hours grouped by temporary cost number. For each temporary cost
number, a list of employees is provided with total hours and earnings. For each employee,
the following information is provided: file number, home cost number, employee name,
status, pay number, batch ID, temporary rate, total hours, and total earnings.

The Temporary Cost Number report includes employees that were hired before the pay end
date and identifies those who have pay data that will not be included with the current payroll
run.

To generate the Temporary Cost Number report, do the following:

1 . Click Payroll and make the following selections:

Autolink Reports ~ Payroll

2. Double-click the Temporary Cost Number Report (ALPAY027) task. The Temporary
Cost Number panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-24. Temporary Cost Number Panel

3. Select the pay group for which you want to generate the report from the Pay Group field.

4. To include only those batches for the current pay cycle in the report, select Include
Batches for Current Pay Cycle Only.

Chapter 19: Generating Summary Reports

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 Generating the Temporary Cost Number Report (ALPAY027) 19-59

5. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the Temporary Cost Number report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
19-60 Running Review Deductions Not In Program (ALPAY028)

Running Review Deductions Not In Program

(ALPAY028)

This report lists deductions that were processed from a previous benefit program. Using this
report, you can view benefit deductions not processed in the current benefit program and
verify that the deductions were not deducted in error.

To generate the Review Deductions Not In Program (ALPAY028) report, do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 4: Process/Review Deductions

2. Double-click the Review Deductions Not In Program (ALPAY028) task. The Review
Deductions Not In Program panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-25. Review Deductions Not In Program Panel

3. Select Pay Group or Group from the Type field.

4. Select the pay group or group for which you want to generate the report from the Pay
Group field.

5. Enter an end date for the pay period in the Pay Period End Date field.

6. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, you can view your
file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using ADP
Enterprise HR Guide.

Chapter 19: Generating Summary Reports

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 Running Review Deductions Not In Program (ALPAY028) 19-61

You have finished running the Review Deductions Not In Program report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
19-62 Running the New Mexico Employee Termination Report (ALPAY032)

Running the New Mexico Employee Termination

Report (ALPAY032)

This report lists terminated New Mexico employees within a specified date range.
Employees that are included in this report must meet the following criteria:

• The employee must have an active file number status.

• The employee must have a status of terminated, retired, or deceased within the specified
date range.

• The SUI tax code must be 33.

• The employee cannot have an SUI/SDI tax block of B or X.
To run the New Mexico Employee Termination Report (ALPAY032), do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 5: Run Reports and Verify Payroll Input

2. Double-click the New Mexico Employee Termination Report (ALPAY032) task. The
New Mexico Employee Terminations panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-26. New Mexico Employee Terminations Panel

Chapter 19: Generating Summary Reports

Payroll Processing Guide
 Running the New Mexico Employee Termination Report (ALPAY032) 19-63

3. You can enter up to ten (10) alphanumeric characters (no spaces allowed) in the Report
Label field if you want to include a report label for the report. A report label, which is
optional, is useful in identifying a specific report that has been generated. For example,
you may have multiple users running the same report for the same pay groups but with
different batches or data selected. In this instance, you could enter a report label that
included the profile ID (operator ID), which would provide a unique identifier.

• Only one report label is allowed regardless of the number of pay groups you are
reporting on.

• The report label you enter is appended to the filename of the generated report.
4. Select a date from the From Date field to specify the beginning of the date range for the
termination dates you want to report on. If no date is entered, all terminated New Mexico
employees as of the To Date will be selected.

5. Select a date from the To Date field to specify the ending of the date range for the
termination dates you want to report on. This date will default to the current date.

6. From Select Pay Group/Processing Group designate the pay groups or groups you want
to report on. From the Name field, select a pay group or group. The Type and
Description display.

To enter additional pay groups and/or groups, click in the Name field, and then click
(Insert Row). The Insert Row icon is available only if you click in the Name field. Select
an additional pay group or groups.

A separate report file is generated for each pay group or group you include.

7. From the Select Sort Options area, designate the sorting criteria and priority you want
for your information. Click in the Sort Field column to select a sorting option. The Field
Name displays.

To enter additional sorts, click in the Sort Field column, and then click (Insert Row).
The Insert Row icon is available only if you click in the Sort Field column. Select an
additional sorting option. For ALPAY032, there are two sorting options: Employee
Name and File Number.

8. Click (Save) if you want to re-use your reporting criteria at a later time.

9. Click Run Report. You will receive a message notifying you that your process has been
submitted. Click OK. When the process has successfully completed, click (Report
Outputs) to view the report.

For additional information on running, viewing, and printing reports, refer to the Using ADP
HR Enterprise Guide. To view an illustration of the report, see the Standard Reports Guide.

You have finished running the New Mexico Employee Termination Report (ALPAY032)
report.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
19-64 Creating the Health Care Cost Batch (ALPAY033)

Creating the Health Care Cost Batch (ALPAY033)

You must run the Health Care Cost (ALPAY033) process after every payroll so that all
scheduled benefit deductions are processed.

The Health Care Cost (ALPAY033) task creates a Health Care Cost batch for employees
with active status enrolled in benefits during the selected pay periods. Employees terminated
in the current pay period are included unless automatic pay is cancelled.

 If ALPAY033 is run mid-year for all prior pay periods, employees terminated in the prior period
are not included in the health care memo process.

This task uses DEDCALC results and totals employer and employee health care costs, and
using the assigned memo codes, creates a health care cost batch for pay data entry. Once a
pay period has been processed, a date processed is displayed.
For the Health Care Cost (ALPAY033) task to run correctly, on the ESS table verify that the
deduction is part of a “selected” deduction group to process. A deduction may need to be
added to the ESS Schedule and a new schedule downloaded from the mainframe and loaded
into ADP Enterprise HR.

To generate the health care cost batch (ALPAY033), do the following:

1 . Click Payroll and make the following selections:

Payroll Cycle ~ Step 4: Process/Review Deductions

2. Double-click the Health Care Cost (ALPAY033) task. The Health Care Cost
(ALPAY033) panel displays.

For a description of the

fields on this panel,
press F1.

Figure 19-27. Health Care Cost Panel

Chapter 19: Generating Summary Reports

Payroll Processing Guide
 Creating the Health Care Cost Batch (ALPAY033) 19-65

3. Verify that the Run Audit Only check box is selected.

ADP recommends that you always run the batch first in audit mode before creating a
final batch. You can run in audit mode regardless of DEDCALC status.

4. In the Run Control Id field, enter an identifier for the batch.

5. From the Pay Group/Group Name field, select the pay group or group name to process
more than one pay group.

6. From the Show area, select Current Pay Period or All Pay Periods.

 You can run all pay periods at the same time. If you need to start mid-2012, for example,
the task creates a batch containing multiple pay period totals.

If you re-run a pay period, it overwrites the health care cost batch for the selected
pay group.

7. From the Select column, select each pay group you want included in the batch.

 Click Select All or Clear All to select or clear all data for the batch.

The following displays a completed Health Care Cost (ALPAY033) panel.

For a description of the

fields on this panel,
press F1.

Figure 19-28. Health Care Cost Panel

8. Do one of the following:

• To run the batch process later, click Schedule.

• To run the batch process now, click Run Process.
A message notifies you that your process has been submitted. Click OK. When the
process has completed, you can view your file by clicking (Report Outputs).

For additional information on running, viewing, and printing reports, refer to the Using
ADP Enterprise HR Guide.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
19-66 Creating the Health Care Cost Batch (ALPAY033)

The following displays the column information provided in the ALPAY033 report.

v5.0 Autolink Multi-Tenant Test Database Page No.: 1

Health Care Memo Run Date: 12/09/2011
Report ID: ALPAY033 Run Time: 15:27:20
Pay Group: 55P * * * * FINAL: REPORT & UPDATE * * * *

File Name/ Plan Benefit Employee Employer

Nbr Employee ID Memo Code Empl Status Eff Date PG2 Year Week Pay# Pay Date 1 End Date 1 Pay Date 2 End Date 2 Type Plan Cost Cost Total Cos

112211 222034 Amir,Ali

Memo Code: A Active 05/01/2011 N 2011 43 1 10/28/2011 10/25/2011 11/01/2011 10 HMO1A $ 0.00 $369.23 $369.23

Memo Total: $369.23

Memo Code: C Active 05/01/2011 N 2011 43 1 10/28/2011 10/25/2011 11/01/2011 11 DNTL1A $46.15 $69.23 $115.38

Memo Total: $115.38

123458 999951 Bell,Steven L
Memo Code: A Active 06/05/2008 N 2011 43 1 10/28/2011 10/25/2011 11/01/2011 10 HMO $180.00 $50.77 $230.77

Memo Total: $230.77

Figure 19-29. ALPAY033 Report

9. Verify the results of the audit from the ALPAY033 report.

 You can only run the update mode when DEDCALC status is confirmed.

10. Click Run Process to create the batch.

After creating the batch, If it is necessary to rerun DEDCALC, you must first delete the
health care cost batch to run ALPAY033 again.

The payroll batch created contains the amounts that you verified on the report.

This concludes the information for reporting health care coverage cost on your employee’s
W-2s.

Chapter 19: Generating Summary Reports

Payroll Processing Guide
Appendix A
Setting Up and Configuring Your
Printer

PAGE TOPIC

A-2 Introduction
A-3 Setting Up Your Print Options for Manual Checks
A-15 Selecting Your Printer
A-16 Preparing the Printer
A-24 Customizing Your Printer to Use Digitized Signature and Logo

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
A-2 Introduction

Introduction

You must set up your printer prior to printing checks and advices. Also, the system
administrator must purchase the appropriate printer, set it up, and then customize it to use a
digitized company signature and logo.This appendix contains information for the following:

 You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

As you work through the tasks in this chapter, you may have questions about fields and
options on the panels. To display a description of the fields and options, press F1 (Help) from
the panel.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
 Setting Up Your Print Options for Manual Checks A-3

Setting Up Your Print Options for Manual

Checks

Using the Manual Check Print Options panel, you choose the information you want to print
on your manual checks and pay statements. For each pay group, you select a set of options
that determine the information that prints on the checks and pay statements. You can choose
from several print options, such as signature and logo.You can also designate the numbering
system used for your checks.
In order to print checks, reprint checks, or access images for reports or signatures, user
access must be set up through the Report/Check Printing Options panel (System Admin ~
Security Administration ~ Application ~ Pay Group Access). For more information, see the
Application Administrator’s Guide.

The section describes the following:

• Selecting Check Print Options

• Selecting Statement Print Options
• Setting Up Manual Check Numbers

Selecting Check Print Options

Use this task to select the information to print on employees’ manual checks. The options
selected are based on the type of check stock you are using: pre-printed or blank.
Setting Up Your
Print Options for To set up manual check print options by pay group, do the following:
Manual Checks
1 . Click System Admin and make the following selections:
 Selecting Check
Print Options

Selecting Autolink Payroll Setup (Optional) ~ Check Printing

Statement Print
Options

Setting Up Manual 2. Double-click the Manual Check Print Options by Pay Group task. The Search dialog
Check Numbers box appears.

Figure A-1. Search Dialog Box

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
A-4 Setting Up Your Print Options for Manual Checks

3. Enter the pay group in the Pay Group field and click OK. The Check Print Options panel
displays.

For a description of the

fields on this panel,
press F1.

Figure A-2. Check Print Options Panel

4. You can change the Effective Date or keep the default date. This is the date the record
takes effect, using the MMDDYYYY format.

5. In the Check/Pay Statement area, select from the following check boxes for the items
you want to print on the employee check and pay statements.

• Company Logo - Select if you are using a company logo file to print on your manual
checks.

 You must contact your system administrator to complete the manual check printing
configuration when implementing or eliminating the use of a company logo file.

• Company Name/Address - Select to print your company’s name and address on

manual checks.

 If you are using a company logo for your manual checks and the logo includes the
company name and address, you may not want to select this check box. However,
some logos are designed to print to the left of the company name and address. In this
instance, you may want to select both check boxes.

6. In the Check area, select or clear the following printing check boxes to achieve the
appropriate results when printing a manual check.

• Employee ID - Select to include the employee ID on a printed check.

• Bank Name/Location - Select to print the bank’s name and address on your manual
checks. Typically, this check box is selected for blank check stock and cleared for
pre-printed check stock.

• Fractional Routing Number - Select to print the fractional routing number on your
manual checks. Typically, this option is selected for blank check stock and cleared
for pre-printed check stock.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
 Setting Up Your Print Options for Manual Checks A-5

• Border - Select to print lines above and below the written dollar amount and the
convenience amount on a manual check.

• Shading - Select to shade the written dollar amount area of the manual check.
• Signature Image - Select if you are using a signature image file to print on your
manual checks.

• Lines - If you are not using a signature image file, select the number, if any, of
signature lines you want to include on your manual checks. If you have selected the
Signature Image check box, the Lines field is grayed and unavailable. A single line
is included with the Signature Image check box and cannot be changed.

• “Authorized Signature” Text - Select to print “Authorized Signature” beneath the

signature line on manual checks. You can use this with either a signature image or
under a blank signature line or lines. Typically, this check box is selected for blank
check stock.

• “Void After 90 Days” Text - Select to print “Void After 90 Days” on your manual
checks. Typically, this check box is selected for blank check stock.

• MICR Line - Select when the bank transit/ABA, account number and check number
are not pre-printed with the MICR encoding on the check stock.

 To use this option a MICR printer is required, and you must select a MICR printer ID.

• MICR Printer ID - Select the appropriate MICR printer ID to ensure that the correct
MICR encoding is used for your manual checks.

Next, set up your manual statements on the Statement Print Options panel.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
A-6 Setting Up Your Print Options for Manual Checks

Selecting Statement Print Options

You can set up print options for your pay statements.

Setting Up Your 1 . Click the Statement Print Options tab. The Statement Print Option panel displays.
Print Options for
Manual Checks
Selecting Check
Print Options

 Selecting
Statement Print
Options

Setting Up Manual
Check Numbers

Figure A-3. Statement Print Options Panel

 For a description of the fields on this panel, press F1.

2. From the Print Options area, do the following:

a . Select the Co/File/Dept/Clock/Nbr check box to designate that the following

information prints at the top of manual checks and pay statements:

• Company code
• File number
• Department number - When printing manual checks, the department number that
prints is determined by whether or not mapping is used.
If mapping is on but no translate code is used, the HR department prints.
If mapping is on and a translate code is used, the department number from the
Mappable Translate table prints.
If mapping is not on, the payroll department on the Autolink Details panel prints.
If mapping is off and no home department is found, the department field is blank
on the manual check although the label, Dept#, still prints.

• Clock number - If you do not want the clock number to print, select the Block
Clock Nbr check box. The word “Clock” will still appear but without the clock
number.

• Voucher number (or check number)

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
 Setting Up Your Print Options for Manual Checks A-7

b. Select the Employer Identification Number check box to print the EIN (Employer
Identification Number) on the employee’s pay statement.

 Statement print options only control paychecks that are printed through Enterprise
HR (normally just manual checks) and do not have any impact on paychecks that
are printed through normal payroll processing. Contact your ADP consultant for
information on paycheck options available with your regular payroll checks.

c . Select one of the following options to indicate which item should print on the top of
the pay statement:

• Select the Employee ID option to print the employee ID at the top of the pay
statement.

 If the Employee ID option is selected, the Social Security Number option is

unavailable.

You can print either the employee ID or Social Security Number on the pay
statement but not both.

• Select one of the following Social Security Number options to set up pay group
defaults for displaying the employee’s Social Security Number on pay
statements:
Hide - Select to set the pay group default to Hide for printing Social Security
Numbers on pay statements.
Mask - Select to set up the pay group default to Mask for printing Social
Security Numbers on pay statements.
The printing of an employee’s Social Security Number on a pay statement is
restricted at both the pay group level (Preference panel) and the user profile level
(Profile panel). ADP Enterprise HR looks to the highest restriction to determine
what options to provide the user for pay statements.

 The options that are available for selection depend on the field display options
selected on the user’s security profile (System Admin ~ Security Administration ~
Operator ~ Profile).

Users set up with Show for SSN in Operator Security will not be able to ‘Show’
SSN on pay statements. It will always be either Mask or Hide.

If the user profile is set to Hide, the SSN option is grayed out when running
reports. Users will not be able to print pay statements using the Mask option for
SSN.

For more information on the user profile settings, see the Application
Administrator’s Guide.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
A-8 Setting Up Your Print Options for Manual Checks

d. From the Rate Detail field, select the method you want to use to print rates on the
pay statement.

• All Employees - Select this to calculate rates for all earnings with both an
earnings amount and an hours amount (where earnings are divided by hours).
The rates are displayed in the rate detail section of the pay statement.

• Exclude Salaried - Select this to exclude salaried employees from the rate
calculations.

• None - Select this to print the statement with no rate, or with a temporary rate if
one is entered for the check.
3. From the Pay Statement YTD Balances area, do the following:

a . Select one of the following CheckView options to set up the pay group default you
want to use to print information on printed pay stubs (ALPAY019). The option you
select here will default into the Print Check Options dialog box when you print a pay
stub. The dialog box allows you to override the defaulted method.

• Gross and Taxes - Select this option to print the year-to-date gross and taxes on
the pay stub. Whether this is a viable option depends on if the latest balances
have been loaded from AutoPay.

• None- Select this option if you do not want year-to-date information to print on
the pay stubs. This is the appropriate default if you do not maintain year-to-date
history or do not load year-to-date balances on a timely basis.
b. From the Manual Checks field, select the pay group option for printing year-to-date
information on manual checks.

• All (Include Special Accum) - Select this option to print both the gross pay and
tax balances as well as some special accumulator balances.

• Gross and Taxes - Select this option to print the year-to-date gross and taxes on
the manual check. To print the most current information, make sure the latest
balances have been loaded from AutoPay.

• Gross, Taxes and PTO Hours - Select this option to print year-to-date balances
for gross, taxes and PTO hours.
c . Select the Print DIA Balances for Manual Checks check box to print the deduction
in arrears balances on pay statements.

4. From the Pay Statement Detail area, do the following:

a . Select the One Page Per Check check box to summarize detail so that a check is
contained to a single page. Clear the check box to print as many additional statements
as necessary. The check/voucher portion of the statement is marked VOID.

b. Select the Print Priority option you want to use for the summarization of earnings
and deductions.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
 Setting Up Your Print Options for Manual Checks A-9

5 . From the Prior Period Overtime Hours area, select a memo code from the Begin Dt
Memo Code and from the End Dt Memo Code field. Begin and End dates are entered
as memo entries during Pay Data Entry. The codes you define here are the memo codes
you will enter for begin date and end dates in the Pay Data Entry areas. If you enter begin
and end date memo codes here, you must also define which hours fields these dates will
apply to in the next section. Both begin and end memo codes must be selected to activate
the Hours Fields.

6. From the Hours Fields area, select the fields you want to associate with the Prior Period
Begin and End Dates Defined. Multiple hours fields may be selected. The fields selected
here should be the earnings fields used to enter prior period overtime hours. If all hours
entered in the selected fields are considered prior period overtime, no further selections
are required.

7. If only specific earnings codes are considered prior period overtime, select the
appropriate codes from the following:

• 1-REG
• 2-OTP
• 3-Other - Select to specify hours codes that are defined as prior period overtime. You
must select this check box to select specific codes in the Hours Field 3 field.

• 4-Other - Select to specify hours codes that are defined as prior period overtime. You
must select this check box to select specific codes in the Hours Field 4 field.
8. From the Hours Field 3 area, select the type of earning from the Earn Type field to
include in the pay statement, if applicable. This field is available if you selected the
3-Other check box from the Hours Fields area.

9. From the Hours Field 4 area, select the type of earning from the Earn Type field to
include in the pay statement, if applicable. This field is available if you selected the
4-Other check box from the Hours Fields area.

10. Click (Save).

You have selected statement print options. Next, set up manual check numbers.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
A-10 Setting Up Your Print Options for Manual Checks

Setting Up Manual Check Numbers

To set up a check numbering system for your manual checks, do the following:

Setting Up Your 1 . Click the Manual Check Numbers tab to display the Manual Check Numbers panel.
Print Options for
Manual Checks
Selecting Check
Print Options

Selecting
Statement Print
Options

 Setting Up Manual
Check Numbers

Figure A-4. Manual Check Numbers Panel

 For a description of the fields on this panel, press F1.

2. Review the following information:

• The Bank Account field displays the bank transit number for the checks.
• The Account Number field displays the account number used for the checks.
 The date in these fields displays in Show, Mask, or Hide format depending on the
field display options selected on the user’s security profile (System Admin ~ Security
Administration ~ Operator ~ Profile). For more information on the user profile settings
see the Application Administrator’s Guide.

3. If you want to turn on automatic numbering for manual checks, select the Auto Assign
Check Number check box.

4. Enter the last check number used in the Last Check # Used field. This field is required
once you turn on automatic numbering. If someone else has used the check number you
enter, a message displays and you will have a choice of keeping the check number,
changing it, or selecting the next available check. The message will also reveal the pay
group and file number using the duplicate check number.

 You can change the check number that displays.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
 Setting Up Your Print Options for Manual Checks A-11

5. Enter a maximum check number in the Maximum Check Number field; this is an
optional field. You might want to enter a maximum check number if you have multiple
pay groups using the same bank account number but with different check ranges.

 If a maximum check # is entered for a pay group, the auto numbering routine will use
only that check range for that pay group. If a maximum check number is not entered and
auto numbering is selected, all pay groups with the same transit number and bank
account number are searched for the next available check number.

If the last check number equals the maximum check number a message will display
stating that you have to update the maximum number (increase it).

6. Click (Save). If auto numbering is turned on, the next available check number will
display in the Next Check Number field.

 If you change either the last check number or the maximum check number and save it,
the Next Check Number field is updated.

For a description of the

fields on this panel,
press F1.

Figure A-5. Manual Check Numbers Panel

7. Review the Check Numbers for Pay Groups with the Same Transit Nbr/Bank
Account area, which displays check numbers for all pay groups with the same transit
number and bank account number. The following information displays for each pay
group:

• The Pay Group field displays the pay group number.

• The Auto Assign field displays Y (Yes) if Auto Assign is being used for this pay
group.

• The Last Check # field displays the last check number used.
• The Max Chk # field displays the maximum check number. This is the maximum
check number for a range of checks for the pay group.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
A-12 Setting Up Your Print Options for Manual Checks

8. Click the Pay Group link (for example, 22D) to display the Manual Check Number panel
information for that particular pay group.

For example, by clicking a pay group link, the pay group displays on the current panel
(Manual Check Number panel) and you can then make changes. When you save the
changes, the panel reverts back to the original pay group panel.

You have finished setting up the options to print on employee checks and pay statements.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
 Setting Up State Mandated SSN Overrides A-13

Setting Up State Mandated SSN Overrides

Social security numbers are not printed on the face of the check itself for any ADP produced
paychecks. For pay statements, you can either mask or hide the Social Security Number.

The Hide SSN for State panel contains states that have mandated by law that the Social
Security Number must never display on pay statements and are always set to Hide. The
states display as maintained by ADP.

The states listed on this panel will override the Social Security Number options for a check
at print time.

If you choose to add more states to the list of states whose social security numbers must
always be hidden, do the following:

1 . Click System Admin and make the following selections:

Autolink Payroll Setup (Optional) ~ Check Printing

2. Double-click the State Mandated SSN Override task. The Hide SSN for State panel
displays.

For a description of the

fields on this panel,
press F1.

Figure A-6. Hide SSN for State Panel

3. If you want to add or change a state with Social Security Numbers you want to hide, click
(Insert Row) or press F7 to insert a row.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
A-14 Setting Up State Mandated SSN Overrides

4. From the State Tax Code field, select the state tax code of the state you want to add or
change. The State, Description, and Maintained By fields display for the selected state.

 If you choose to delete an existing state, click the state tax code of the state and then

click (Delete Row) or press F8. You cannot change or remove any states
designated as hidden and maintained by ADP.

5. Click (Save ).

You have just finished setting up state mandated overrides for displaying Social Security
Numbers.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
 Selecting Your Printer A-15

Selecting Your Printer

Choosing the correct printer is critical to successfully producing manual checks.

Although you can use Autolink to print checks, you should work with your bank to ensure that
the checks meet the bank’s requirements and specifications. ADP does not guarantee that a
check printed through Autolink is readable by all banking equipment.

You have the following options when selecting a printer on which to print your checks:

• ADP recommends that you use a printer manufactured by Troy, which is the licensed
manufacturer of Hewlett-Packard laser printers equipped for MICR printing. For a list of
Troy models that conform to the American Banking Association specifications for MICR
printing and are readable by various bank scanning equipment, contact Troy at
1-800-332-6427 or www.troygroup.com.

• If you do not have to print MICR characters using magnetic toner, then you can use any
HP-PCL-5/6 compliant laser printer. MICR is an exacting specification that includes
magnetic ink and optical character recognition.

• You can print checks on a laser printer if you have the proper MICR soft fonts uploaded
to that printer. Once the fonts are loaded, you need to create an MICR printer ID for the
printer in order to print checks to it. For more information, see page A-17.
For information on ordering Troy printers, contact TROY Systems Inc. by phone, fax, or
E-mail at the following:

Phone:(714) 241-4760
(800) 944-6757 (U.S. only)

Fax:(714) 241-4761
(714) 250-9565 (International)

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
A-16 Preparing the Printer

Preparing the Printer

As a checklist, make sure of the following before printing checks:

• The printer cables are connected correctly.

• The MICR font cartridge has been inserted into the printer.
• The MICR toner cartridge has been inserted into the printer.
 Always use toner from the printer’s manufacturer. Do not use recycled toner cartridges.

• You have check paper in the paper tray, and you are using the appropriate paper tray.
Make sure the software is set up properly, as follows:

• The MICR printer driver has been installed and configured correctly on your computer.
• The appropriate printer port has been selected.
• The check paper tray is set up.
• The MICR line on the check is properly aligned.
Look at the sample check through a signal strength MICR tester to verify that the check is
printed with MICR toner.

Always print a sample check before printing or reprinting checks and vouchers. Do this to
make sure none of the settings were changed since the last time you used the printer.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
 Setting Up and Maintaining a MICR Printer ID A-17

Setting Up and Maintaining a MICR Printer ID

The most common Troy MICR printer IDs and printer codes are delivered with ADP
Enterprise HR. However there may be some additional printers that you need for printing
manual checks. You can add MICR printer IDs and print codes for use with your specific
MICR printer(s), either manually or by copying, or you can upload MICR soft fonts for use
with a laser printer.

 For instructions on uploading the MICR soft fonts to a laser printer, see the documentation for
those soft fonts. Once the fonts are loaded, you can designate the MICR printer ID.

This section covers:

• Adding a MICR Printer ID

• Copying an Existing MICR Printer ID to Create a New One
• Deleting a MICR Printer ID

Adding a MICR Printer ID

You must add a MICR printer ID if you are using a MICR printer that doesn’t have an
existing ID or are using a laser printer to which you’ve uploaded MICR soft fonts.

To add a MICR printer ID for use when printing manual checks, do the following:

1 . Click System Admin and make the following selections:

Autolink Payroll Setup (Optional) ~ Check Printing

2. Click next to the MICR Printers.The Add dialog box displays.

Figure A-7. Add Dialog Box

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
A-18 Setting Up and Maintaining a MICR Printer ID

3. Enter the printer ID in the Printer ID field and click Add. The Printers panel displays.

For a description of the

fields on this panel,
press F1.

Figure A-8. Printers Panel

 When you create a MICR printer ID, it has the designation of Maintenance
Responsibility: Client. This indicates that you are responsible for any updates and
corrections to the MICR printer codes. If it is a MICR printer ID delivered with Enterprise
HR, the designation for the ID is Maintenance Responsibility: ADP. This indicates that
ADP is responsible for any corrections or updates to the MICR printer codes.

4. Enter a description of your MICR printer ID in the Description field.

 For the following fields, refer to your specific printer documentation to obtain the correct
MICR print codes.

5. From the MICR Line area, enter the codes for the font escape sequence and for the
horizontal and vertical positioning of the MICR data on the check. The print codes you
need depend on an individual printer model, the printer’s calibration, and your bank’s
requirements.

a . Enter the font escape sequence code in the Font Esc Sequence field if you are setting
up the MICR printer ID for a printer to which you have downloaded soft MICR fonts.
If the font escape sequence was not included with your documentation for the fonts,
you can obtain the code by printing the PCL font list from the printer on which the
font was loaded.

b. From the Horizontal Position area, enter the correct codes to dictate the horizontal
positioning of the MICR data on the check.

• Check Number - To move the check number portion of the MICR line to the
left, decrease the horizontal position check number value.

• Transit Number - To move the transit number the MICR line to the left,
decrease the horizontal position transit number value.

• Bank Account - To move the bank account number portion of the MICR line to
the left, decrease the horizontal position bank account number value.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
 Setting Up and Maintaining a MICR Printer ID A-19

c . From the Vertical Position area, enter the correct codes to dictate the vertical
positioning of the MICR data on the check.

• Check Number - To move the check number portion of the MICR line down,
increase the vertical position check number value.

• Transit Number - To move the transit number the MICR line down, increase the
vertical position transit number value.

• Bank Account - To move the bank account number portion of the MICR line
down, increase the vertical position bank account value.
6. From the Preview of MICR Print Codes area, review final MICR print codes for the
Check Number, Transit Number, and Bank Account. This information is derived from
the values you have entered in the Horizontal Position and Vertical Position areas.

 Any additional codes displayed in this area’s fields are inserted automatically.

The following figure shows an example of a completed Printers panel.

For a description of the

fields on this panel,
press F1.

Figure A-9. Printers Panel

7. Click (Save).

Once saved, the MICR printer ID is available for use when designating a printer for a
specific pay group for printing manual checks. For information on setting this type of pay
group preferences, see the page A-3.

 You can also designate that a specific printer ID be used based on user access to the
pay group. For more information, see “Defining Preferences at the User Level”
on page 2-5.

You have just finished adding a MICR printer ID. Next, you can copy an existing MICR
printer ID to modify the MICR printer codes and create a new MICR printer ID.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
A-20 Setting Up and Maintaining a MICR Printer ID

Copying an Existing MICR Printer ID to Create a

New One
You can copy an existing MICR printer ID and modify the information to create a new
printer ID to meet your printing requirements. If you are copying a printer ID delivered with
Enterprise HR, the Maintenance Responsibility changes from ADP maintained to client
maintained. Once copied, ADP is no longer responsible for the maintenance of the printer
ID. To copy a printer ID, do the following:

1 . Click System Admin and make the following selections:

Autolink Payroll Setup (Optional) ~ Check Printing

2. Double-click the MICR Printers task.The Search dialog box and list are displayed.

3. Select the printer ID you want to copy and click Select. The Printers panel displays.

For a description of the

fields on this panel,
press F1.

Figure A-10. Printers Panel

4. Click Copy. The Copy to Printers ID dialog displays.

Figure A-11. Copy to Printer ID Dialog Box

5. In the Printer ID field, enter the new printer ID you want to create.

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 Setting Up and Maintaining a MICR Printer ID A-21

6. Click OK. The information from the existing printer ID is copied and the Printers panel
displays with your new ID. The Printers panel displays.

 Click Cancel to return to the Printers panel without copying the printer ID.

For a description of the

fields on this panel,
press F1.

Figure A-12. Printers Panel

7. Enter your MICR print code for the check number in the Check Number field.

8. Enter your MICR print code for the transit number in the Transit Number field.

9. Enter your MICR print code for the bank account in the Bank Account field.

10. Click (Save).

Once saved, the MICR printer ID is available for use when designating the printer for a
pay group to use for printing manual checks. For information on setting this type of pay
group preferences, see the page A-3.

 You can also designate that a specific printer ID be used based on user access to the
pay group. You can also designate that a specific printer ID be used based on user
access to the pay group. For more information, see “Defining Preferences at the User
Level” on page 2-5.

Deleting a MICR Printer ID

You can delete a MICR printer ID through the Printers panel. To delete a MICR printer ID,
do the following:

1 . Click System Admin and make the following selections:

Autolink Payroll Setup (Optional) ~ Check Printing

2. Double-click the MICR Printers task. The Search dialog box and list are displayed.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
A-22 Setting Up and Maintaining a MICR Printer ID

3. Select the printer ID you want to delete and click Select. The Printers panel displays.

For a description of the

fields on this panel,
press F1.

Figure A-13. Printers Panel

4. Click Delete. A message displays confirming that you want to delete the printer ID.

5. Click Yes and the printer ID is deleted. You return to the System Admin organizer.

 If you click No, you are returned to the Printer panel without any changes being made.
Once you have deleted a MICR printer ID, it is no longer viable for any pay groups that
use it. If this is the case, you must select another MICR printer ID for each pay group that
previously used the deleted one.

You have finished deleting a MICR printer ID, which is the last task in setting up and
maintaining a MICR Printer ID.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
 Designating a Printer for a User A-23

Designating a Printer for a User

You can designate that a specific printer ID be used based on user access to the pay group.
For more information, see “Defining Preferences at the User Level” on page 2-5.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
A-24 Customizing Your Printer to Use Digitized Signature and Logo

Customizing Your Printer to Use Digitized

Signature and Logo

Loading and using image files for logos and signatures to use with manual checks is
described in Appendix C, “Using Image Files.”

 You must contact your ADP consultant to complete the manual check printing configuration
when implementing or eliminating the use of a signature file.

Appendix A: Setting Up and Configuring Your Printer

Payroll Processing Guide
Appendix B
Prepare for Transmission (PFT)
Technical Overview

PAGE TOPIC

B-2 Introduction
B-3 PFT Program Architecture
B-9 PFT Program Flow
B-18 Troubleshooting

Appendix B: Prepare for Transmission (PFT) Technical Overview

Payroll Processing Guide
B-2 Introduction

Introduction

The Prepare For Transmission (PFT) program is the heart of Autolink payroll. It functions as
the primary interface engine to the AutoPay mainframe. The principal function of PFT is to
process the accumulated employee payroll information from the ADP Enterprise HR
database for the current pay period (including employee masterfile differences and pay data
batch data), and generate the ADP payroll data file (.pay file) for transmission to the ADP
National Service Center (NSC) mainframe. The program also generates an audit report data
file and log file for troubleshooting purposes. In addition, PFT lets you process payroll for
multiple locations at the same time.

PFT is a large and complex program, written in Java, that accesses many ADP Enterprise
HR database tables. Most of the processing is hidden from the end user, with the exception
of the PFT Progress dialog box, which is illustrated on page B-1.

This appendix provides a technical overview of the PFT program. For information on using
the Prepare For Transmission to prepare and transmit pay data, refer to Chapter 9,
“Preparing and Transmitting Pay Data.”

 As you work through the tasks in this appendix, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

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Payroll Processing Guide
 PFT Program Architecture B-3

PFT Program Architecture

This section describes the overall architecture of the PFT program, including database
access, output files, and reports.

Figure B-1 below provides an illustration of the PFT program architecture.

Figure B-1. PFT Program Architecture

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B-4 PFT Program Architecture

The following sections briefly describe each of the PFT components.

Employee Tables
PFT accesses fifteen employee tables in a read-only mode. These tables, which are part of
ADP Enterprise HR, contain employee data that is used by the AutoPay mainframe to run
payroll and to distribute checks and reports. Several of these tables (Job, Employment,
Personal, and General Deductions) are also used by the ADP Enterprise HR Payroll module;
the rest (Tax, Miscellaneous Payroll, Liens, Lien Earnings Exclusions, Lien Deductions
Exclusions, Automatic Labor Allocation, Mapper, W4, and Wage Garnishment Processing
Payee) are designed specifically to support Autolink and AutoPay.

The employee tables include the following:

• JOB
• EMPLOYMENT
• PERSONAL_DATA
• AL_ALA_DATA
• AL_DIR_DEP
• AL_LIEN_DATA
• AL_LIEN_DED_XCL
• AL_LIEN_ERN_XCL
• AL_PAYEE_DATA
• AL_PAYROLL_DATA
• AL_TAX_DATA
• AL_W4_DATA
• AL_DED_CALC
• AL_MAPPER
• AL_5th_ERN_DATA
• AL_GTL_DATA
• AL_ACTFLAG
 PFT does not update any of the employee tables directly. See the section, “Shadow Tables,”
on page B-5.

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 PFT Program Architecture B-5

Pay Data Entry Tables

PFT accesses eight Pay Data Entry tables in a read-only mode. These tables contain
exception pay information that is used, along with the employee tables, by the AutoPay
mainframe to run payroll and to distribute checks and reports. None of these tables is
shadowed during the PFT process, and all of the data in the Pay Data Entry tables is cleared
when Setup for Next Cycle is run, except for those batches that are on hold; the data is used
only for the current pay period.

The Paydata Entry tables include the following:

• AL_PDE_MEMO
• AL_ACCUM_DATA
• AL_PRIOR_TAXABL
• AL_PAYDATA_TRAN
• AL_PDE_DED
• AL_PDE_HRS_ERN
• AL_PDE_TAX
• AL_SE_CNTL_HRS
• AL_SPCL_ENTRY
• AL_TEFRA_ESTAB

Shadow Tables
20 shadow tables are used by PFT to determine the employee masterfile differences for a
given pay period. Each shadow table has the prefix AS_. For example, the shadow table for
PS_JOB is AS_JOB. The shadow tables contain only those fields that are used by AutoPay.
For example, of the 67 fields contained in PS_JOB, only 21 are shadowed by AS_JOB. Each
shadow table also contains a Rerun Status field used to determine whether the record
contains current or prior period data. If the record contains current period data, the Rerun
Status field contains a 1; if the record contains prior period data, the Rerun Status field
contains a 0.

The Shadow tables include the following:

• AS_JOB
• AS_EMPLOYMENT
• AS_ALA_DATA
• AS_DIR_DEP_DATA
• AS_LIEN_DATA
• AS_LIEN_DED_XCL

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B-6 PFT Program Architecture

• AS_LIEN_ERN_XCL
• AS_PAYROLL_ DATA
• AS_TAX_DATA
• AS_W4_DATA
• AS_PG_PAYEE
• AS_MAPPER
• AS_MAPPED
• AS_MAPPER_XLAT
• AS_PG_SETTINGS
• AS_PERSONAL_DATA
• AS_5TH_ERN_DATA
• AS_GTL_DATA
• AS_ACTFLAG_DATA
 Clients should not alter the structure of any of the Autolink tables that are shadowed (Tax,
ALA, etc.), as this causes PFT to not function correctly. When ADP issues a maintenance
release involving a change to an Autolink table, we also include the same change to the
corresponding shadow table. The only exceptions to this rule are Job, Employment, and
Personal Data (these tables can be altered to suit client needs; however, the Autolink fields
that are shadowed in each table cannot be changed).

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 PFT Program Architecture B-7

Pay Group Table

The PFT program updates a status flag in the Pay Group table. The flag is used to
communicate the Cycle status to the user by means of the Cycle Status panel.

For a description of the

fields on this panel,
press F1.

Figure B-2. Cycle Status Panel

For more information, see “Troubleshooting” on page B-18.

Keys Table
PFT builds and uses the Keys table while the program is running. It contains a key for each
employee file number that PFT processes. PFT uses the keys to access the employee-level
tables for subsequent shadowing and employee differences operations (see “PFT Program
Flow” on page B-9). No other program in Autolink payroll uses the Keys table.
Do not try to manipulate the data in this table.

Pay File
The pay file (.PAY) is one of the ASCII-formatted data files that PFT generates. The other
ASCII-formatted data files are the report file (.rpt), the log file (.log), and, optionally, the
wage garnishment upload file (.wgu), which are described in the following sections.

The pay file is the most critical of these three files—it is transmitted to AutoPay containing
the masterfile and pay data information for each employee in the pay group. The format of
this file is prnnn.pay, where nnn equals the three-character pay group ID.

 The pay file is automatically encrypted by the PFT program.

The pay file is overwritten with new data each time PFT is run.

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B-8 PFT Program Architecture

Report File
The report file (.rpt) is one of the ASCII-formatted data files that PFT generates. The
report file contains the old and new data value for each employee change transaction
processed by PFT. The file is used by the Employee Changes Audit Report SQR
(ALPAY016) to produce a formatted audit trail listing. Alternatively, the report file can be
visually inspected using any text file editor. The format of this file is prnnn.rpt, where
nnn equals the three-character pay group ID.

The data in the report file is pulled from the shadow tables only; it does not contain any data
from Paydata Entry. The report file is overwritten with new report data each time PFT is run.

Log File
The log file (.log) is one of the ASCII-formatted data files that PFT generates. The log file
contains a record of PFT messages, audit trail counts, and time stamps that can be useful
when troubleshooting problems. For example, if PFT aborts, the log file can be opened to
determine at what point it terminated. The filename is pft.log, and it is overwritten with
new log data each time PFT is run.

Wage Garnishment Upload File

The wage garnishment upload file (.wgu) is optionally created during PFT for users who
have selected the Wage Garnishment Processing option, “Funds Disbursement,” on the
Autolink Controls panel (on the Pay Group table).

The file is a fixed format and contains payee and lien funds disbursement information for a
pay group. The disbursement information includes changes to the payee and lien data since
the last payroll processing.

The file is encrypted and transmitted with the pay file to the ADP mainframe. It is then
forwarded to the San Dimas Diamond Barr processing center for funds disbursement
processing.

 Using WGPS does not mean that a .wgu file is always created for every payroll. Only certain
types of changes go into the .wgu file. Other changes are sent in the .pay file.

If no data changes exist for the .wgu file, then the file is not created. There are instances
where employee lien changes are sent to AutoPay, but that does not necessarily mean there
are changes for the .wgu file.

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 PFT Program Flow B-9

PFT Program Flow

This section describes the sequential flow of the PFT program, including details on
“shadowing” and how employee masterfile differences are determined.

Once you click Run Prepare for Transmission on the Prepare for Transmission panel
(Payroll ~ Payroll Cycle ~ Step 7:Process Payroll ~ Create ADP Payroll File), you will
receive a message notifying you that your process has been submitted. Click OK. To
confirm successful completion of your process, click (Process Monitor).

 For step-by-step instructions on using the Process Monitor, see the Application
Administrator’s Guide.

The PFT program executes a sequential series of processing steps whether the program is
run for a single pay group, or a processing group of two or more pay groups. When PFT is
run for a processing group, the program completes these seven steps for each pay group
contained in the processing group. Figure B-3 on the following page depicts each step in the
PFT program flow.

Figure B-3. PFT Program Flow

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Payroll Processing Guide
B-10 PFT Program Flow

The following sections provide a brief description of each processing step, including the
information that the PFT Progress dialog box displays at each step, and how you should
interpret that information.

 PFT processes only employees with a file number status of “A” (active) and whose data
records have an effective date less than or equal to the current period end date. PFT skips
employees with a file number status of “I” or “P,” or whose effective date falls outside this
range.

Step 1: Setup/Validate
PFT performs the following tasks immediately after starting the program:

1 . Checks pay data batch balances.

If a batch contained in the pay group or processing group is not in balance, PFT displays
an error message and terminates (and it does not include held batches).

Figure B-4. Out Of Balance Error Message

2. Checks to see whether the calculate deductions and confirm deductions processes have
been run for the pay group or processing group.

If calculate deductions and confirm deductions process have not been run, PFT displays
a warning message.

Figure B-5. Dedcalc Warning Message

3. Select one of the following options:

• Choose Yes if you want to continue with PFT without current deductions being
processed for this payroll.
If Yes is selected, the deductions for employees will remain as they were for the last
payroll processing period. No changes since that period will be created.

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 PFT Program Flow B-11

• Choose No if you do not want to continue with PFT.

If you choose Yes, all standard deductions for your employees will be deleted. In this
situation, there is no current record because the calculate deduction process has not
yet been run. All that exists are history records. When PFT can not find the current
record, it performs file maintenance steps and processes cancellations. All
deductions on the mainframe are then cancelled.

 If you run the calculate deductions and confirm deductions processes, run PFT, and
receive the same error message, then it’s likely that the run control record for
calculate deductions is out of sync with the transmittal record for PFT. Make sure
these are the same, then run PFT again.

4. Updates the Cycle Status flag to 2 (PFT Running).

5. Opens the .pay, .rpt, and .log files.

This process happens almost instantaneously. The PFT Progress dialog box is grayed out
during this step.

Step 2: Processing Transmittal

During this step, PFT retrieves the pay calendar information from the Event Scheduling
System table. PFT also retrieves other data entered on the Transmittal dialog and child
dialogs, including deduction group overrides, special effects, and check messages.

This step should require less than one minute to complete. The PFT Progress dialog box
displays the message, “Processing Transmittal.” No counter is used during this step.

 A full Transmittal record is sent to the mainframe each time PFT is run.

If you have established processing groups (by choosing Options, Group Setup), you can set
up the transmittal for the processing group or individually by pay group. You set up a
transmittal for pay groups when you initially select a pay group or processing group in Cycle
(by choosing File, Select Pay Group or File, Select Group).

The following describes the effects of this decision:

• If you set up the transmittal by processing group, all pay groups in the group will have
the same transmittal information, such as paydate, period end date, deduction, and so
forth.

• If you set up the transmittal individually by pay group, you will be able to assign different
pay dates, period end dates, deductions, and so forth, to each pay group.

Step 3: Processing TEFRA

If the pay group(s) being processed is a TEFRA pay group (that is, restaurant), the TEFRA
data is written to the pay file. If there is no TEFRA data, this process is skipped.

This step should require less than one minute to complete. The PFT Progress dialog box
displays the message, “Processing TEFRA,” during this step.

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B-12 PFT Program Flow

Step 4: Processing Masterfile Maintenance

The bulk of the PFT program is concerned with processing employee masterfile changes.
During this step, PFT determines the net employee data differences for the current pay
period. Only those fields that have corresponding values on AutoPay (fixed masterfile fields
and user-defined mappable fields) are compared.

Step 4 requires the most processing time to complete. Two primary processes occur during
this step:

• Shadowing
• Comparing Differences
The PFT Progress dialog box displays different information for each subprocess. Shadowing
and Compare Differences are discussed in Steps 4a and 4b.

Step 4a: Shadowing

Shadowing is the process of populating the employee shadow tables with the appropriate
information used to compare differences. The following are the steps included in
shadowing:

1 . PFT reads the Job table and builds the Keys table. For each file number that PFT
processes, a record containing the key data for each employee table is inserted. The Keys
table has a prefix of AS_, but it is not a shadow table—PFT uses this table internally.

 If an employee’s key data is not present in the Keys table, PFT does not process the
employee.

2. PFT drops all existing shadow table records with a rerun status that equals 1. Normally,
all records in the shadow tables have a rerun status of 0 (previous cycle value) when PFT
is run. A shadow table record with a value of 1 (current cycle) indicates that PFT was
already run for that cycle. This could occur if PFT is being run again for a pay group as
a result of a correction or other problem (see Figure B-7 on the following page).

3. Once the tables have been initialized, shadowing begins. For each file number in the
Keys table, PFT reads each employee table, selects those fields used by AutoPay and
copies (inserts) them as records in the corresponding shadow tables with a rerun status of
1 (current cycle value). As each file number is processed, PFT sets a flag in the Keys table
if any difference is found between the 0 and 1 shadow records. Flags are contained in the
Keys table for this purpose (one for each table being shadowed). Shadowing continues
until all file numbers in the Keys table have been processed.

Shadowing the AL_MAPPER Table

To understand how PFT shadows the mapper table, you first must have a basic
understanding of how ADP Enterprise HR uses these tables to map fields to AutoPay.

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 PFT Program Flow B-13

The AL_MAPPER tables is used to map ADP Enterprise HR fields to optional AutoPay
fields. You populate this table by using the Mappable Fields panel (accessed through the
Autolink Setup window). An example of this panel is illustrated in Figure B-6.

For a description of the

fields on this panel,
press F1.

Figure B-6. Mappable Fields Panel

AL_MAPPER is associated with the following two shadow tables:

• AS_MAPPED—the shadow table of the map definition at a pay group level

• AS_MAPPER—the shadow table of the actual field being mapped at the employee level
Using the DEPTID mapping illustrated in Figure B-6 as an example, say that AL_MAPPER
is set up in this way: Positions 1 through 6 of the JOB.DEPTID field are mapped to positions
1 through 6 of the AutoPay HOME-DEPARTMENT field.

When PFT processes that definition, the full content of the JOB.DEPTID field is written to
the AS_MAPPER.MAPPER_VALUE field, not just the positions indicated (1–6).

If, in this example, the DEPTID field in the Job table contains the value, 1234567890, then
that is the value written to AS_MAPPER.MAPPER_VALUE.

PFT then compares the 0 and 1 rows to determine any changes. In this case, because this is
the first time the map is being used, the 0 row is blank, and PFT flags a difference found in
the AS_AL_KEYS table.

It is not until PFT is ready to actually write the home department to the pay file that it looks
for positional mapping and writes only the positions indicated (such as 123456) to the pay
file.

If the user changes the positions of the DEPTID field that are to be sent for the AutoPay
HOME-DEPARTMENT field from 1 through 6 to 5 through 10, then PFT still shadows the
full contents of the DEPTID field in AS_MAPPER. When PFT compares the value of
1234567890 in the 1 row to the value in the 0 row of 1234567890, no differences are
detected and a change is not sent.

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B-14 PFT Program Flow

It is not until PFT shadows AS_MAPPED, compares the 0 and 1 rows, detects changes in
the definition (now 5 through 10) from one pay cycle to another, that it sends a change in the
home department value. The previous value of 123456 has a new value of 567890, and that
is transmitted to AutoPay.

Complexity is added if two or more fields are specified in the mapping (for example,
concatenated fields). Essentially, each mapped field results in one or more additional ADP
Enterprise HR tables that must be shadowed.

 If the ADP Enterprise HR field to be mapped is a translate field, PFT first determines the
translate value, which will then be mapped.

After Shadowing is Complete

Once shadowing in PFT is complete, the shadow tables contain both 0 and 1 records for use
by the Compare Differences step (see below). The shadow tables remain in this state until
the Setup for Next Cycle step is run at the end of the pay period.

The Setup for Next Cycle process drops the 0 (prior period) shadow records and converts the
1 shadow records (current period) to 0 records (new prior period).

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 PFT Program Flow B-15

The shadow tables are now initialized for the next pay period, as shown in Figure B-7
on page B-15.

Figure B-7. Shadow Process

The amount of time required to complete shadowing varies depending on the database size,
number of change transactions, and number of mapped fields. Due to the added complexity
in shadowing the Mapper table, the shadow process may take much longer than it did for the
previous employee tables.

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B-16 PFT Program Flow

Step 4b: Compare Differences

Once shadowing is complete, PFT is ready to determine the employee masterfile
differences. To do this, PFT makes a pass through the Keys table and inspects the value of
the flags set during the Shadowing process. For each file number in the Keys table that
contains at least one difference, PFT performs the following steps:

1 . PFT fetches the 0 and 1 shadow records for the employee table indicated by the
difference flag (example: Tax Data difference).

For a particular file number, this process is repeated for each shadow table that contains
a difference (up to 15 iterations).

2. PFT compares, one by one, each field contained in the retrieved shadow records.

For each field value that differs, PFT calls the appropriate IDMOD generator, which is a
block of code that formats and writes the IDMOD value in the pay file. The IDMOD is a
data coding format used by AutoPay that consists of an IDMOD code and the field value.
PFT is designed to handle nearly 1,000 IDMODs that can be included in a pay file. PFT
also writes a transaction record to the RPT audit file during this process.

Depending on the number of fields that were mapped and the complexity of the mappings,
the volume of records contained in the Mapper shadow table may be significantly larger
than the other shadow tables. This affects the performance of Compare Differences.

 The first time PFT is processed for a pay group, there are no 0 records in the shadow tables.
Therefore, PFT treats all file numbers being processed as new hires (that is, 100%
differences). For this reason, PFT requires significantly longer to process a pay group the first
time through. Subsequent runs can take less than 50% of the time required for the initial run,
depending on the volume of changes.

The pay file that is generated from the first PFT you process contains all employees on your
file as new hires. If you send this file to AutoPay, the mainframe assumes the employees are
new hires. This may not be the desired result. See your Autolink Implementation
documentation for more information.

Step 5: Process Special Entries

During this step, the PFT program processes the accumulated Special Entries transactions
entered as part of Paydata Entry and formats/writes the appropriate IDMODs for these
transactions. Paydata and Special Entries transactions are “pass-thru”; that is, they are not
shadowed for comparison purposes. At the end of a processing cycle, all pay data and
special entries information is dropped by the Setup for Next Cycle process.

Because shadowing is not used, Process Special Entries should complete within minutes.
The PFT Progress dialog box displays the message, “Processing Special Entries,” during this
step.

Appendix B: Prepare for Transmission (PFT) Technical Overview

Payroll Processing Guide
 PFT Program Flow B-17

Step 6: Process Pay Data

During this step, the PFT program processes the accumulated Paydata Entry batches
(including Rapid Paydata Entry and EPIP batches) and formats/writes the appropriate
IDMODs for these transactions.

Because shadowing is not used, Process Paydata should complete within minutes. The PFT
Progress dialog box displays the message, “Processing Paydata,” during this step.

Step 7: Process Prepay/Voids

This step is similar to the Process Paydata step. The PFT Progress dialog box displays the
message, “Processing Prepaid/Void,” during this step.

Step 8: Process Third Party Sick Pay

This step is similar to the Process Paydata step. The PFT Progress dialog box displays the
message, “Processing Third Party Sick Pay,” during this step.

Appendix B: Prepare for Transmission (PFT) Technical Overview

Payroll Processing Guide
B-18 Troubleshooting

Troubleshooting

The following are frequently asked questions about PFT.

How do I break the sequence of events for cycle—for example, how do I run
PFT two or more times for a pay group, or skip the Transmit Files step?

The sequence of events is controlled by the Cycle Status flag stored in the Paygroup table.
There are seven values for this flag, as follows:

• 0 = Data Entry
• 1 = Data Entry w/Transmittal Complete
• 2 = Prepare for Transmission Running
• 3 = Prepare for Transmission Complete
• 4 = Transmit Running
• 5 = Transmit Complete
• 6 = Setup for Next Cycle Running
The values for these flags are set by the various programs contained in Cycle. For example,
PFT sets the value of the flag to 2 (PFT Running) after it is started; when PFT is complete,
the value is set to 3.

PFT can be run as many times as necessary for a pay group by resetting the Cycle Status
using the Cycle Status panel (change status to Data Entry/Transmittal Done). (Payroll ~
Payroll Cycle ~ Step 6:View or Modify Cycle Status ~ Modify Cycle Status) The flag can
also be altered by means of an SQL update utility (SQLPlus); however, this is not
recommended as it breaks the logic rules set by the Cycle Status panel.

How can I get PFT to run faster for a large pay group?

The following are general guidelines to consider when tuning the PFT processes:

• Monitor the table fragmentations and modify the initial and next extent sizes to reduce
fragmentations.

• Perform update statistics on the main columns used by indexes on all the employee and
shadow tables used by PFT processes.

• Allocate enough buffers to increase the cache ratio of data pages used by the processes.
• Monitor the I/O contention within ADP Enterprise HR. To distribute the I/O across
multiple devices, all the shadow tables can be moved to different devices from the
corresponding employee tables.

• The PFT program can be run during off-hours to avoid contention with other online
processes.

Appendix B: Prepare for Transmission (PFT) Technical Overview

Payroll Processing Guide
 Troubleshooting B-19

For Oracle/Unix installations, we recommend using the cost-based optimizer for fastest
performance. To switch to cost-based optimization, use the following steps:

1 . Change the parameter “optimizer_mode=rule” in Oracle’s initSID.ora file.

2. Shut down your Oracle instance and bring it up again.

3. Log in as a user that has appropriate database access privileges through SQLPlus.

4. Execute the following Oracle utility:

 This might take some time depending on the size.

SQL> execute dbms_stats.gather_schema_stats

('ABCP',dbms_stats.auto_sample_size, cascade => true);

where <ABCP> is the schema owner ID for <ABC> company in a <P>

production environment.

5. After the script has finished running, commit the changes as follows:

SQL>commit;

6. Run PFT or other Autolink processes.

What are the rules for running PFT with groups of pay groups?

Processing groups containing a group of pay groups can be set up to process the group in
one PFT run. (Payroll ~ Payroll Cycle ~ Review Payroll Cycle Options ~ Processing
Groups)

If you have established processing groups, you can set up the transmittal for the processing
group or individually by pay group. You set up a transmittal for pay groups when you
initially select a pay group or processing group.

The following describes the effects of this decision:

• If you set up the transmittal by processing group, all pay groups in the group will have
the same transmittal information, such as paydate, period end date, deduction, and so
forth.

• If you set up the transmittal individually by pay group, you will be able to assign different
pay dates, period end dates, deductions, and so forth, to each pay group.

Appendix B: Prepare for Transmission (PFT) Technical Overview

Payroll Processing Guide
B-20 Troubleshooting

What can I do if PFT aborts processing during a run?

The following are common problems that can cause PFT to abort:

• Check to make sure that the Autolink tables (Tax, ALA, Direct Deposit, etc.) have not
been modified. Changes that are made to the data structure of Autolink tables must also
be made to the corresponding shadow tables. ADP has issued one patch so far that
requires a change to be made to the Autolink Tax Data table (AL_TAX_DATA) and its
corresponding shadow table (AS_TAX_DATA). This rule also applies to the Autolink
fields contained in the Job, Employment, and Personal tables.

 You should exercise caution in making changes to any of the Autolink tables (including
Job, Employment, and Personal Data). In general, you are free to add fields to any of
these tables for mapping to AutoPay. You should never delete Autolink fields or
change the structure of the Autolink shadow tables (AS_) except when instructed to
do so as a result of a database patch.

Other problems that can occur with PFT that do not necessarily cause an abort include the
following:

• Employees that are missing or dropped by PFT.

If this problem occurs, check the AS_AL_KEYS table to ensure that the file number is
included; the file number status must be “A” and the effective date must be less than or
equal to the period end date to be processed.

• If the problem is with mapped fields, check to make sure that positions specified in the
mapper table are set up correctly. Fields can be mapped from any ADP Enterprise HR
table containing either Employee ID/Record No. or Paygroup/File No. in the key
(effective date is not required). Also verify that you have not mapped the data multiple
times.

• If an employee is inadvertently dropped either by PFT or AutoPay, an SQR utility is

provided to re-initialize the employee’s shadow table records so that PFT processes the
employee as a new hire the next time it is run. The utility is ALUTL002 (Reset AutoPay
New Hires).
The PFT Log is a good source of information for troubleshooting purposes, as well as the
Employee Changes Audit Report (ALPAY016). Both of these reports can be viewed in the
event of an abort or other processing problem, and can usually provide information on how
far the program processed before hitting the problem.

Appendix B: Prepare for Transmission (PFT) Technical Overview

Payroll Processing Guide
Appendix C
Using Image Files

PAGE TOPIC

C-2 Introduction
C-3 Implementing Logo or Signature Images for Checks
C-11 Implementing Images for Reports

Appendix C: Using Image Files

Payroll Processing Guide
C-2 Introduction

Introduction

Company logos and digitized signature files can be loaded into the database, which allows
your company to print both company logos and/or signatures on your checks. When you
print a manual check or pay stub through any of the various methods, Adjustments:
Voids/Corrections (ALPAY019) task, CheckMate (ALPAY013) task, Autolink Manual
Check Print (ALPAY013) task, and so forth, you can select from the images files you have
loaded into the database to include the logo and/or signature image on a check or pay stub. If
your company has a variety of images, such as logos, to use on reports, you can also load the
report images so that you can select the appropriate image when you print the report.

 Loading image files for printing reports is appropriate only if you have more than one image
for a report from which to select. Although only logos and signatures are cited as uses for the
loaded image files, they can also be used for legal disclaimers.

Regardless of whether the image file is used with printed checks and pay stubs or with
reports, you can set up security for the use of the file.

Before you can print a manual check or pay stub using a logo or signature image file or a
report using an image file:

• The pay group must have the correct print options selected on the Autolink Manual
Check Print Options panel (System Admin ~ Autolink Payroll Setup (Optional) ~ Check
Printing). For more information, see the Company Setup and Maintenance Guide.

• The user printing the check must have access to the printing process setup for the pay
group (System Admin ~ Autolink Payroll Setup (Required) ~ Pay Groups ~ Pay Group
Options). For more information, see the Application Administrator’s Guide.
The following sections explain in detail how to implement images for reports:

• Implementing Logo and Signature Images for Checks

• Designating Security for a Loaded Check Image File
• Designating a Different Image File to Use
• Deleting an Image File from a Process

Appendix C: Using Image Files

Payroll Processing Guide
 Implementing Logo or Signature Images for Checks C-3

Implementing Logo or Signature Images for

Checks

Use the Check Images panel to specify the image file(s) you want to use as logos and/or
signatures when printing a manual check or pay stub. You can provide multiple images for
either logos or signatures. You can also provide or restrict access to the image files via pay
group access or user security access.

 The signature/logo image files available when printing a manual check or pay stub are based
on the user profile ID (operator ID), the user’s access to a pay group, and the processes the
pay group access includes. Access to an image file is not based on the pay group the item is
being printed for. For example, if you’re printing a manual check for an employee in pay
group XYZ but you have print access for pay groups XYZ, ABC, and NMO, the image files
available for all three pay groups are presented for selection.

Once you have designated an image file to use, you are allowed to select that image during
the print procedure. If you load images to be used for a logo and a signature, you can select
either or both.
Once you have loaded an image, it is strongly recommended that you test the printing of your
manual checks or pay stubs before using them for an employee’s manual check or pay stub.

 You can also designate logos for reports through the Report Printing process. For more
information, see “Implementing Images for Reports,” on page C-11.

The following sections explain how to implement logo or signature images for checks:

• Implementing Logo and Signature Images for Checks

• Designating Security for a Loaded Check Image File
• Designating a Different Image File to Use
• Deleting an Image File from a Process

Appendix C: Using Image Files

Payroll Processing Guide
C-4 Implementing Logo or Signature Images for Checks

Implementing Logo and Signature Images for

Checks
You can implement multiple logo and/or signature images for use when you print a manual
check or a pay stub. During the print process, you are provided with a selection box from
Implementing Logo which you select the image you want to use. To implement a logo or signature image file, do
or Signature the following:
Images for Checks
 Implementing  For more information on printing a manual check or pay stub, see “Selecting Checks to View
Logo and or Print,” on page 12-15, “Printing a Manual Check (ALPAY013),” on page 19-36, or “Printing
Signature Images a Check,” on page 13-93.
for Checks
1 . Click System Admin and make the following selections:
Designating
Security for a
Loaded Check
Image File Autolink Payroll Setup (Optional) ~ Check Printing
Designating a
Different Image File
to Use 2. Click next to the Check Images task. The Add dialog box displays.
Deleting an Image
File from a Process

Figure C-1. Add Dialog Box

 To modify an existing Check Images panel, double-click the Check Images task, enter
the search criteria in the Search dialog box, and click OK.

3. From the Process Name field, select the process for which you want to use the logo or
signature file. You can use the Check Images panel to load logos and signatures for two
processes: print manual checks (ALPAY013) and print pay stubs (ALPAY019).

Appendix C: Using Image Files

Payroll Processing Guide
 Implementing Logo or Signature Images for Checks C-5

4. From the Macro Number field, select the macro number for the type of image you are
implementing, l for Signature/Disclaimer or 2 for Logo, and click Add. The Check
Images panel displays.

For a description of the

fields on this panel,
press F1.

Figure C-2. Check Images Panel

5. In the Effective Date field, enter the date the use of the image file takes effect.

6. Enter a description of the type of image you are using in the Image Type field. The
default is based on the selection you made when adding the image load: Signature or
Logo.

Image numbers are the unique identifiers for the image which is useful when you have
multiple images. The first image you implement is defaulted as 1 (one). The value for the
Image Number field is automatically incremented as you add additional images.

7. In the Image Description field, enter a description of the image. When you print a
manual check or pay stub, this description is what you will select to use the image. For
example, if you enter a description of Bobby Smith’s signature, you can select Bobby
Smith’s signature when printing a manual check or pay stub.

Appendix C: Using Image Files

Payroll Processing Guide
C-6 Implementing Logo or Signature Images for Checks

8. Click Load Image. The Select dialog box displays. Navigate to the location of the image
file you want to use.

Figure C-3. Select Dialog Box

9. Select the image file you want to use from the presented list. The .hpr files display by
default. Select a different file type from Files of Type if your image file is not listed.

There are two file types available to you, Macro file .HPR and Macro file .HP@.

10. Once you have selected your image file, click Use this file. The Check Images panel
displays. The Loaded check box is selected and grayed.

For a description of the

fields on this panel,
press F1.

Figure C-4. Check Images Panel

11. If you are loading an .hp@ file, select the Encrypted check box.

The .HP@ files are the encrypted version of a .hpr file. If you are loading .HP@ file,
you must select the Encrypted check box on the Check Images panel. If you do not
select this check box, ADP Enterprise HR does not decrypt the file. It will be unreadable
and therefore unusable.

Appendix C: Using Image Files

Payroll Processing Guide
 Implementing Logo or Signature Images for Checks C-7

12. To add additional images, select the middle scroll bar and click (Insert Row) to
preserve history. Repeat the preceding steps. As you add multiple images, the image
number is incremented.

13. Click (Save).

You set up logo and signature images for a check. Next, set up security for a loaded check
image file.

Designating Security for a Loaded Check Image

File
You can designate security for a loaded image based on pay group access, user access, or
both. The default security access to the loaded image file(s) is for all pay groups, all user
Implementing Logo profiles and classes to have access. You may want to restrict the access to specific pay
or Signature groups, user profiles/classes, or both.
Images for Checks
Implementing Logo  Regardless of whether a user has access to a pay group, if they do not also have check
and Signature printing privileges for that pay group established through the Pay Group Access task, they will
Images for Checks not be able to use the loaded image. (Security Admin ~ Application Security ~ Pay Group
Access ~ Report/Check Printing Options).
 Designating
Security for a
To specify more restrictive security for a loaded image, do the following:
Loaded Check
Image File
1 . Click the Check Images Security tab. The Check Images Security panel displays.
Designating a
Different Image File
to Use
Deleting an Image
File from a Process

Figure C-5. Check Images Security Panel

 For a description of the fields on this panel, press F1.

2. From the Security Access area, click the Selected option.

Appendix C: Using Image Files

Payroll Processing Guide
C-8 Implementing Logo or Signature Images for Checks

3. To specify that users having access to the selected pay group (check/pay stub/report
printing privileges) can use the loaded image, select a pay group from the Pay Group
Access field.

4. To specify that selected user profiles or classes can use the loaded image, select the
profile ID (operator ID) or class which you want to allow access to the loaded image from
the Operator/Class field.

5. To allow the security to be based on both pay group access and user profile(s)/class(es),
do steps three and four.

6. Click (Save).

You set up security for a loaded check image file. Next, you can assign a different image to a
check.

Designating a Different Image File to Use

To select a different image do the following:

Implementing Logo 1 . Click System Admin and make the following selections:
or Signature
Images for Checks
Autolink Payroll Setup (Optional) ~ Check Printing
Implementing Logo
and Signature
Images for Checks
2. Double-click the Check Images task. The Search dialog box displays.
Designating
Security for a
Loaded Check
Image File

 Designating a
Different Image
File to Use

Deleting an Image
File from a Process

Figure C-6. Search Dialog Box

3. From the Process Name field, select the name of the process.

Appendix C: Using Image Files

Payroll Processing Guide
 Implementing Logo or Signature Images for Checks C-9

4. From the Macro Number field, select the number of the macro and click OK. The Check
Images panel displays.

For a description of the

fields on this panel,
press F1.

Figure C-7. Check Images Panel

5. Click Load Image if you want to select a different image file.

6. Complete any other changes to the image file information and click (Save). A
Confirm History Update dialog box displays asking if you want to override the current
information. If you do, click OK.

You designated a different image file for a check. Next, you can delete an image file from a
process such as printing a manual check.

Deleting an Image File from a Process

Implementing Logo
or Signature When you implement an image file for printing a manual check or pay stub, you associate
Images for Checks that image file with a specific process. When you run the process, a selection dialog box
Implementing Logo displays allowing you to select and use a specific image file with the process for printing a
and Signature manual check or printing a pay stub. To delete an image file from a process, do the
Images for Checks
following:
Designating
Security for a
Loaded Check
 The following procedure does not delete the physical image file from ADP Enterprise HR. It
Image File deletes only the image file’s association with the process. The image file can be reused.

Designating a 1 . Click System Admin and make the following selections:

Different Image File
to Use

 Deleting an Image Autolink Payroll Setup (Optional) ~ Check Printing

File from a
Process

Appendix C: Using Image Files

Payroll Processing Guide
C-10 Implementing Logo or Signature Images for Checks

2. Double-click the Check Images task. The Search dialog box displays.

Figure C-8. Search Dialog Box

3. From the Process Name field, select the name of the process.

4. From the Macro Number field, select the number of the macro and click OK. The Check
Images panel displays.

For a description of the

fields on this panel,
press F1.

Figure C-9. Check Images Panel

5. Click the outer scroll bar and display the image row you want to delete.

6. Click (Delete Row) . Repeat until all the rows you want to delete are gone.

7. Click (Save).

You have finished deleting image files from a process.

Appendix C: Using Image Files

Payroll Processing Guide
 Implementing Images for Reports C-11

Implementing Images for Reports

Through the Report Printing task, you can load an image file that, in conjunction with
customizations to the report’s SQR, allow you to include the image on the printed report.
You could use this process to include:

• A company logo on a printed report.

• An image in the heading of a report that may vary by pay group, location, and so forth.
• An image of a legal disclaimer.
If you use a single image file for all of your reports all the time (static), then you do not need
to implement image files through the Report Printing task. However, if you have multiple
image files from which to select for a printed report, you can implement the images through
the Report Images panel which will then provide you with a selection mechanism at print
time.

 Although you are loading the image file for use with a printed report, you will still need to
modify the SQR in order for an image to print on a report. For more information on modifying
an SQR to use a specific image, see your SQR manual for the correct modifications to the
PRINT IMAGE command.

If you have heavily customized a report or checks using macro numbers other than the ADP
delivered macros, you would load the image files for those macros using the Report Images
panel rather than the Checks Image panel. Manual checks and pay stubs are generated
through ALPAY013 and ALPAY019. Although these reports are used to generate the
manual check or pay stub, for clarity this section refers only to reports. For information on
loading signature/logo files for a manual check, see “Implementing Logo or Signature
Images for Checks” on page C-3.

Appendix C: Using Image Files

Payroll Processing Guide
C-12 Implementing Images for Reports

Implementing Image Files for Reports

You can implement multiple image files for use when you print a report. Once you have
designated an image file to use, you are allowed to select that image after the process has
Implementing generated the report and you view and/or print the report. To implement an image file, do
Images for Reports the following:
 Implementing
Image Files for  For more information on printing a report, see the Using ADP Enterprise HR Guide.
Reports
1 . Click System Admin and make the following selections:
Designating
Security for a
Loaded Report
Image File Autolink Payroll Setup (Optional) ~ Report Printing
Designating a
Different Image File
to Use for a Logo 2. Click next to the Report Images task. The Add dialog box displays.
Deleting an Image
File From a Process  To modify existing report images, double click the Report Images task, enter the search

criteria in the Search dialog box, and click OK. To preserve history, click (Insert
Row) before making changes to the panel.

Figure C-10. Add Dialog Box

3. From the Process Name field, select the process for which you want to use the image file.

4. From the Macro Number field, enter the macro number for the type of image you are
implementing and click OK. The Report Images panel displays.

For a description of the

fields on this panel,
press F1.

Figure C-11. Report Images Panel

Appendix C: Using Image Files

Payroll Processing Guide
 Implementing Images for Reports C-13

5. In the Effective Date field, enter the date the use of the image file takes effect.

6. Enter a description of the type of image you are using in the Image Type field.

Image numbers are the unique identifiers for the image which is useful when you have
multiple images.

 An image type of Custom should be set up when you are working with an SQR that is
customized to print your logos or signatures. Contact your ADP consultant for more
information on setting up a Custom image and on customizing an SQR.

7. In the Image Description field, enter a description of the image. When you print a report
this description is what you will select to use the image. For example, if you enter a
description of Globe Inc. logo you can select Globe Inc. logo when printing a report.

8. Click Load Image. There are no size restrictions for the image. The Select dialog box
displays. Navigate to the location of the image file you want to use.

Figure C-12. Select Dialog Box

9. Select the image file you want to use from the presented list. The .hpr files display by
default. Select a different file type from Files of Type if your image file is not listed.

There are two file types available to you, Macro file .HPR and Macro file .HP@.

An .hpr or hp@ image file can be created by ADP from your files. Contact your ADP
representative for further information including the type of documents and images
required.

10. Once you have selected your image file, click Use this file. The Report Images panel
displays with the Loaded check box selected and grayed.

Appendix C: Using Image Files

Payroll Processing Guide
C-14 Implementing Images for Reports

11. If you are loading an .HP@ file, select the Encrypted check box.

.HP@ files are the encrypted version of a .hpr file. If you are loading an .HP@ file, you
must select the Encrypted check box on the Report Images panel. If you do not select
this check box, Enterprise does not decrypt the file. It will be unreadable and therefore
unusable.

For a description of the

fields on this panel,
press F1.

Figure C-13. Report Images Panel

12. To add additional images, select the middle scroll bar and click (Insert Row) to
preserve history. Repeat the preceding steps. As you add multiple images, the image
number is incremented.

13. Click (Save).

You set up image files for a report. Next, you can assign security to a loaded report image
file.

Appendix C: Using Image Files

Payroll Processing Guide
 Implementing Images for Reports C-15

Designating Security for a Loaded Report Image

File
You can designate security for a loaded image based on pay group access, user access, or
both. The default security access to the loaded image file(s) is for all pay groups, all user
Implementing profiles and all classes having access. You may want to restrict the access to specific pay
Images for Reports groups, user profiles/classes, or both.
Implementing
Image Files for  Regardless of whether a user has access to a pay group, if they do not also have report
Reports printing privileges established through the Pay Group Access task, they will not be able to
 Designating use the loaded image. (Security Admin ~ Application Security ~ Pay Group Access ~
Security for a Report/Check Printing Options).
Loaded Report
Image File To specify more restrictive security for a loaded image, do the following:
Designating a 1 . Click the Reports Images Security panel. The Reports Images Security panel displays.
Different Image File
to Use for a Logo

Deleting an Image
File From a Process

Figure C-14. Report Images Security Panel

 For a description of the fields on this panel, press F1.

2. From the Security Access area, select the Selected option.

3. From the Pay Group Access field, select a pay group to specify that users having access
to the selected pay group (report printing privileges) can use the loaded image.

 To add multiple pay groups, select the scroll bar, click (Insert Row) to preserve
history, and select the next pay group.

4. From the Operator/Class field, select the user profile ID (operator ID) or class which
you want to allow access to the loaded image. The user must also have report printing
privileges.

 To add multiple user profiles/classes, select the scroll bar, click (Insert Row) to
preserve history, and select the next user profiles/classes.

Appendix C: Using Image Files

Payroll Processing Guide
C-16 Implementing Images for Reports

5. To allow the security to be based on both pay group access and user profiles/classes, do
steps three and four.

6. Click (Save).

You assigned security to a loaded report image. Next, use a different image file for a logo.

Designating a Different Image File to Use for a

Logo
To select a different image file to use, do the following:

Implementing 1 . Click System Admin and make the following selections:

Images for Reports
Implementing
Autolink Payroll Setup (Optional) ~ Report Printing
Image Files for
Reports

Designating
Security for a
2. Double-click the Report Images task. The Search dialog box displays.
Loaded Report
Image File

 Designating a
Different Image
File to Use for a
Logo

Deleting an Image
File From a Process

Figure C-15. Search Dialog Box

3. From the Process Name field, select the name of the process.

Appendix C: Using Image Files

Payroll Processing Guide
 Implementing Images for Reports C-17

4. From the Macro Number field, enter the number of the macro and click OK. The Report
Images panel displays.

For a description of the

fields on this panel,
press F1.

Figure C-16. Report Images Panel

5. Select the outer scroll bar and click (Insert Row) to preserve history. A new row is
inserted with the current date as the effective date. Your original information is retained
but no longer applicable.

6. Click Load Image to select a different image file.

7. Complete any other changes you want to the image file information and click
(Save). A Confirm History Update dialog box displays asking if you want to override the
current information. If you do, click OK.

You have finished designating a different image file be used. Next, you can delete image
files from a process.

Appendix C: Using Image Files

Payroll Processing Guide
C-18 Implementing Images for Reports

Deleting an Image File From a Process

When you implement an image file for printing with a report, you associate that image file
with a specific process. When you run the process, a selection dialog box displays allowing
Implementing you to select and use a specific image file with the printing of the report. To delete an image
Images for Reports file from a process, do the following:
Implementing
Image Files for  The following procedure does not delete the physical image file from ADP Enterprise HR. It
Reports deletes only the image file’s association with the process. The image file can be reused.
Designating
Security for a 1 . Click System Admin and make the following selections:
Loaded Report
Image File

Designating a Autolink Payroll Setup (Optional) ~ Report Printing

Different Image File
to Use for a Logo

 Deleting an Image 2. Double-click the Report Images task. The Search dialog box displays.
File From a
Process

Figure C-17. Search Dialog Box

3. From the Process Name field, select the name of the process.

4. From the Macro Number field, enter the number of the macro and click OK. The Report
Images panel displays.

For a description of the

fields on this panel,
press F1.

Figure C-18. Report Images Panel

Appendix C: Using Image Files

Payroll Processing Guide
 Implementing Images for Reports C-19

5. Click the outer scroll bar and display the image row you want to delete.

6. Click (Delete Row) and a confirmation message for the delete displays. Click OK
and repeat this until all the rows you want to delete are gone.

7. Click (Save).

You have finished setting up images for a report.

Appendix C: Using Image Files

Payroll Processing Guide
C-20 Implementing Images for Reports

Appendix C: Using Image Files

Payroll Processing Guide
Appendix D
Creating Custom Export Definitions:
Enterprise eTIME and/or TimeSaver

PAGE TOPIC

D-2 Introduction
D-3 Creating the Custom Export Definition

Appendix D: Creating Custom Export Definitions: Enterprise eTIME and/or TimeSaver

Payroll Processing Guide
D-2 Introduction

Introduction

This appendix contains information on how to use the Custom Export Definitions task for
Enterprise eTIME (TAA028.SQR) and TimeSaver (TAA030.SQR).

Appendix D: Creating Custom Export Definitions: Enterprise eTIME and/or TimeSaver

Payroll Processing Guide
 Creating the Custom Export Definition D-3

Creating the Custom Export Definition

ADP Enterprise HR provides a utility for Enterprise eTIME (TAA028.SQR) and TimeSaver
(TAA030.SQR), that automatically locates time collection information in Time and
Attendance that has been updated/added since the last payroll. It then writes the information
to a file, epretime.trn (Enterprise eTIME) or timesavr.trn (TimeSaver), that can be
exported to the appropriate time and labor management system.

 When a character field (with a comma) is exported as part of the custom columns, quotes (“”)
are included around the field value.

Hard-coded spaces are removed from export for TAA028. Example: The export field
should look like this 40,,Hester_Mark.

If you want additional time collection data from the AL_TAX_DATA, EMPLOYMENT,
HRUSER_DATA, JOB, or PERSONAL_DATA tables that are not a part of TAA028 or
TAA030 to be included in the export file, you can set up custom export definitions using the
Custom Export Definitions task. This task allows you to select specific fields from these
specific tables and group them together by an export ID. Then, you can select this export ID
when you run TAA028 or TAA030 so that your file will contain columns for all fields that
are a part of the custom export definition.

 For step-by-step instructions on running TAA028 and TAA030, refer to the “Exporting Labor
Level TLM Data to Enterprise eTIME” on page 9-44 and “Exporting Employee TLM Data to
TimeSaver” on page 9-50.

To create a custom export definition for Enterprise eTIME and/or TimeSaver, do the
following:

1 . Click System Admin and make the following selections.

Autolink Payroll Setup (Optional) ~ Time and Attendance - Enterprise eTIME

or

Autolink Payroll Setup (Optional) ~ Time and Attendance - TimeSaver

2 . Click next to the to the Custom Export Definitions task. The Add dialog box
appears.

Figure D-1. Add Dialog Box

Appendix D: Creating Custom Export Definitions: Enterprise eTIME and/or TimeSaver

Payroll Processing Guide
D-4 Creating the Custom Export Definition

3 . In the Export ID field, enter an identifier for the export definition you are creating and
click Add. The Export Definition panel displays.

For a description of the

fields on this panel,
press F1.

Figure D-2. Export Definition Panel

4 . In the Export Name field, enter the name of the export definition.

5 . Click the Export Details tab. The Export Details panel displays.

For a description of the

fields on this panel,
press F1.

Figure D-3. Export Details Panel

6 . Enter a column number in the Column field and press Tab.

7 . From the Record (Table) Name field, select the table from which you want to pull a field
and press Tab.

Appendix D: Creating Custom Export Definitions: Enterprise eTIME and/or TimeSaver

Payroll Processing Guide
 Creating the Custom Export Definition D-5

8 . From the Field Name field, select the field that you want included in the export file and
press Tab. Applicable data for the Data Type, Length, Integer, and Decimal fields
display.

 If you are entering translates for fields that are defined as numeric with decimal places,
the translates should not contain decimals if the value is a whole number. For example,
you should enter 40 and not 40.00.

9 . If the field has translate values and you would like the export file to contain different
names for the ADP Enterprise HR values, do the following:

a . Click Translate. The Data Translation panel displays.

For a description of the

fields on this panel,
press F1.

Figure D-4. Data Translation Panel

b. Click in the From (Value) field, select the name of the ADP Enterprise HR value
you would like to rename, and press Tab.

c . In the To (Exported Value) field, enter the name that you would like to appear in the
export file.

d. Click (Save).

e . Click Return. The Export Details panel displays.

1 0. To add another column, click (Insert Row) and repeat steps 7-10 as necessary.

11 . To rearrange the column order, click in the Column field and enter the number where you
want the column to be moved to and press Tab.

1 2. Click (Save) when you have completed your custom export definition.

Appendix D: Creating Custom Export Definitions: Enterprise eTIME and/or TimeSaver

Payroll Processing Guide
D-6 Creating the Custom Export Definition

Appendix D: Creating Custom Export Definitions: Enterprise eTIME and/or TimeSaver

Payroll Processing Guide
Appendix E
Rapid Pay Data Entry Formula Wizard

PAGE TOPIC

E-2 Introduction
E-3 Accessing the Formula Wizard
E-5 Formula Rules
E-8 Functions

Appendix E: Rapid Pay Data Entry Formula Wizard

Payroll Processing Guide
E-2 Introduction

Introduction

When you create a custom view in Rapid Pay Date Entry, you can include a formula in the
spreadsheet column. A formula can be up to 255 characters in length.

To assist you in creating the formula, you can use the Formula Wizard. This appendix
includes the following information about the Formula Wizard:

• Accessing the Formula Wizard

• Formula Rules
• Functions

Appendix E: Rapid Pay Data Entry Formula Wizard

Payroll Processing Guide
 Accessing the Formula Wizard E-3

Accessing the Formula Wizard

In Rapid Pay Data Entry, you access the Formula Wizard dialog box from the Edit Views
dialog box.

To access the Edit Views dialog box, do the following:

1 . From the Options menu, click Edit Views. The View Operations dialog box displays.

Figure E-1. View Operations Dialog Box

2 . Click New. The Edit View dialog box displays.

Figure E-2. Edit View Dialog Box With Additional Column Fields

Appendix E: Rapid Pay Data Entry Formula Wizard

Payroll Processing Guide
E-4 Accessing the Formula Wizard

3 . In the Edit View dialog box, click an Hours/Earnings column name. In the following
example, the Hours/Earnings 1 column name is chosen.

4 . Select the Formula option and the formula entry field becomes available.

5 . Click (Formula Wizard). The Formula Wiz dialog box displays.

Figure E-3. Formula Wizard Dialog Box

6 . To add a field to the formula, select the field in the Fields list and click Insert.

7 . To add an operator to the formula, click the appropriate operator.

8 . To add a function to the formula, select the function in the Functions list and click Insert.

9 . View the Help information about the function you select that displays in the Function
Help area.

1 0. When the formula is complete, click Done.

You have added a formula using the formula wizard.

Appendix E: Rapid Pay Data Entry Formula Wizard

Payroll Processing Guide
 Formula Rules E-5

Formula Rules

The formulas in the Formula Wizard follow the rules explained in this section.

Functions are special routines that can be activated from inside a formula to facilitate
complex calculations. There are four group of functions.

• Mathematical functions return arithmetic values

- AVERAGE, MAX, MIN, ROUND, NEG

• Date functions return a serial number which can be used for comparing with others.
- DATEVALUE, TODAY, DATE

• Logical functions return true or false which will be used as the first parameter in IF()
function
-ISBLANK, NOT

• Special functions
- IF() allows conditional specifications

- YOS_HIRE_DT() returns the number of years serviced

General Rules
After you have created a formula, it will automatically update when a new row is created in
the spreadsheet or when you make a change to a cell that the formula is referencing.

When you create a formula, you should use the column heading names. If you do not
reference a column heading, use a default value instead.

A formula that references one or more other columns with formulas is called a cascading
formula. The order of evaluations in cascading formulas is left to right.

Usually a limit of 30 elements are allowed in a formula. Elements are defined as Column
names, math operators, parentheses, brackets, commas, functions, names, and literals. You
can include more than 30 elements in a formula, but you should verify that the results are
what you expect.

When a formula refers back to its own cell, either directly or indirectly, it is called a circular
reference. This is a flaw in the setup of formulas that will freeze the program.

Do not use special characters in column names, such as: =, [, ], ', "

Logical Operators work only in numerical formulas. Logical comparisons with characters do
not work.

Formula Examples
Table E-1, “Formula Examples” contains examples of formulas that use the following
scenario:

Appendix E: Rapid Pay Data Entry Formula Wizard

Payroll Processing Guide
E-6 Formula Rules

Assume: Three Columns [Hrs/Erns 1], [Hrs/Erns 2], and [Hrs/Erns 3] are involved, and they
are called columns A, B, and C respectively. Column C, [Hrs/Erns 3], has the formula.

Table E-1. Formula Examples

Example Formula For C Result In column C

=Average([Hrs/Erns 1],[Hrs/Erns 2]) Average of A, B
=Average([Hrs/Erns 1],[Hrs/Erns Average of A, B, 300
2],300)

=Average([Hrs/Erns 1],555,300) Average of A, 555, 300

=Average(500,[Hrs/Erns 1],[Hrs/Erns Average of A, B, 500
2])

=MAX(500,[Hrs/Erns 1],[Hrs/Erns 2]) Max of A, B, 500

=MIN([Hrs/Erns 1],44.12,[Hrs/Erns 2]) Min of A, 44.12, B
=ROUND([Hrs/Erns 1], 1)*10 Round A to first decimal and
multiply by 10
=[Hrs/Erns 1]+NEG([Hrs/Erns 2]) A minus B
=IF(TODAY()-DATEVALUE([DB_HIRE_DT]) Make it A if hired more than 60.
>60,[Hrs/Erns 1], 9.00)) Otherwise 9.00
=IF(DATEVALUE([DB_HIRE_DT])>DATEVALUE( Make it A if hired after 10/5/2002.
"10/05/2002"), [Hrs/Erns 1],50.00)) Be 50.00 otherwise
=IF(DATEVALUE([DB_HIRE_DT])>DATE(2002, Make it 200.00 if hired after
10,5),200.00,[Hrs/Erns 1])) 10/5/2002. Be A otherwise
=IF(YOS_HIRE_DT() > 5,500.00,[Hrs/Erns Make it 500.00 if more the 5 yrs of
1])) service. Be A otherwise.
=[Hrs/Erns 1]*YOS_HIRE_DT() A times yrs of service

Table E-2, “Syntax Examples” contains additional examples of correct and incorrect
formula syntax.

Table E-2. Syntax Examples

Rule Correct Incorrect

Avoid having Leading Example 1 Example 1
minus '-' in the formula
0.00 - [Hrs/Erns 2] - [Hrs/Erns 2]
or
NEG([Hrs/Erns 2])

Example 2 Example 2
[Hrs/Erns 2] - 300.00 -300.00 + [Hrs/Erns 2]

Do not mix numeric [Hrs/Erns 2] * DB_RATE1 [Hrs/Erns 2] +

values with DB_HIRE_DT
non-numeric

Appendix E: Rapid Pay Data Entry Formula Wizard

Payroll Processing Guide
 Formula Rules E-7

Errors
If a spreadsheet contains multiple formulas that contain errors, the error message that
displays at the bottom of the spreadsheet is the final error encountered.

Error messages will overwrite each other in the status box at the bottom of the spreadsheet.
If the formula entered is not a valid one, the message is displayed when you open the View.
For example, the following is an error:

Formula Error: NodeExpressionParentheses parser - ')' expected for Formula

=[Hrs/Erns 1]+[Hrs/Erns 2]*(2-100)/10/5+ [Hrs/Erns 2]+10000*10

If you attempt to divide a value by zero, an error occur and the cell value will be blank. For
the following formula, [Hrs/Erns 2] contains 0.00:

300.00 + [Hrs/Erns 1] / [Hrs/Erns 2]

A blank value will be returned and the following message is displayed in the status box:
Warning: A divisor of zero was encountered for the formula in column Hrs/Erns 3.

You have completed learning about formula rules and errors for the Formula Wizard.

Appendix E: Rapid Pay Data Entry Formula Wizard

Payroll Processing Guide
E-8 Functions

Functions

This section provides a description of each available function and a sample formula that
contains the function.

AVERAGE(value1,value2,...)
This function calculates the average (arithmetic mean) of the values in the list of arguments.

Sample Formula

This formula calculates the average of the employee's three payroll rates:

=AVERAGE([DB_RATE1], [DB_RATE2], [DB_RATE3]

DATE(Year,Month,Day)
Returns the sequential serial number that represents a particular date. ADP Enterprise HR
uses the number for calculations. Zero is returned if the date string is invalid.

Year Conditions

The year should be between 1600 and 2199 in two or four digits. The Date Functions will
convert date strings or date parameters into a unique serial number for each date between
Jan-1-1600 and Dec-31-2199. If a formula encounters invalid values, it gives error messages
and returns a blank in the cell.

Date strings are required to be surrounded with quotes. Single quotes and double quotes are
treated equally. The following are all acceptable:

=DATEVALUE("9/11/2001")

=DATEVALUE("9/11/2001')

=DATEVALUE('9/11/2001")

=DATEVALUE('9/11/2001')

Sample Formula

The following formula can be used to calculate an Earnings amount. The following formula
is paying an employee an extra $25 after the date of 11/4/2004 has been reached. This allows
you to create the view and use it prior to the effective date. After this date is reached, the
bonus will become effective and populate the spreadsheet accordingly.

=IF(DATE(2004,11,04) > TODAY(), 0, 25)

DATEVALUE(value)
ADP Enterprise HR stores dates as sequential serial numbers so they can be used in
calculations. You use the DATEVALUE function to convert a date represented by text to a
serial number.

Appendix E: Rapid Pay Data Entry Formula Wizard

Payroll Processing Guide
 Functions E-9

Date_text is text that represents a date in a date format. For example, “1/30/2008” or
“30-Jan-2008” are text strings within quotation marks that represent dates. Using the default
date system in ADP Enterprise HR, date_text must represent a date from January 1,1600, to
December 31, 2199. Using the default date system in ADP Enterprise HR, date_text must
represent a date from January 1, 1904, to December 31, 9999. DATEVALUE() returns 0 if
date string is invalid.

If the year portion of date_text is omitted, DATEVALUE uses the current year from your
computer's built-in clock. Time information in date_text is ignored.

=DATEVALUE("7/1/2004") returns the serial number 38169.

=DATEVALUE("9/11/2001") returns same serial number as

DATE(2001,11,9).

Sample Formula

The following formula can be used to calculate an incentive program. If the employee's hire
date is prior to 10/20/04, the employee will get $75.00. If hired after that date, the employee
will get $55.00.

=IF(DATEVALUE([DB_HIRE_DT]) < DATE (2004,10,20), 75.00, 55.00)

IF(value1,value2,value3)
Returns one value if a condition you specify evaluates to TRUE and another value if it
evaluates to FALSE.

Use IF to conduct conditional tests on values and formulas.

Syntax

IF(logical_test,value_if_true,value_if_false)

The logical_test portion of the IF statement cannot contain both a math operation and logical
test. The following formula would return an error because a math statement is included in
the logical_test portion.

=IF((TODAY() - DATEVALUE([DB_HIRE_DT])) > 60, 100,0)

Sample Formulas

The following formula can be used to calculate regular hours. If standard hours are greater
than 39, populate regular hours with 80 hours. If standard hours are not greater than 39,
populate regular hours with 40 hours.

=IF([DB_STANDARD_HOURS] > 39, 80.0, 40.0)

In another example, the formula returns a 100.00 for each row that had a value greater than
40.00 in the REG_HOURS column, and employees who work more that 40 hours would get
a $100 bonus.

IF (NOT([REG_HOURS] > 40.00, 0.00, 100.00)\

Appendix E: Rapid Pay Data Entry Formula Wizard

Payroll Processing Guide
E-10 Functions

ISBLANK(value)
The ISBLANK function checks the type of value and returns TRUE or FALSE depending
on the outcome. For example, the ISBLANK function returns the logical value TRUE if the
value is a reference to an empty cell; otherwise it returns FALSE.

Sample Formula

If the Clock Number field is blank, populate the column selected with a value of 0. If the
Clock Number field is not blank, populate the selected column with a value of 1. The Clock
Number field may be used to signify a type of employee, and when it's blank, it indicates
the employee is part-time or temporary and does not qualify for the extra hours.

=IF(ISBLANK([DB_CLOCK_NBR]), 0, 1

MAX(value1,value2,...)

Returns the largest value in a set of values.

Sample Formula

The following formula can be used to calculate regular earnings. Populate regular earnings
with the maximum value of either 30 times 20 or the value in the Hours/Earnings 1 column
times 20.

=MAX(30, [Hours/Earnings1]) * 20

MIN(value1,value2,...)
Returns the smallest value in a set of values.

Sample Formula

The following formula can be used to calculate overtime hours. Populate the Overtime
Hours column with the smaller of the two values: either Standard Hours divided by 2 or
Standard Hours divided by 4.

=MIN([DB_STANDARD_HOURS] /2, 4)

NEG(value)
Returns the value as negative. The minus operator is only available as an operator. If you
want to represent a negative number, you must use the NEG function.

Sample Formula

The following formula can be used to calculate an earning:

=IF([DB_STANDARD_HOURS] > 35, NEG(80.50), 40.75)

NOT(value)
Returns a true or false value in logical function.

Appendix E: Rapid Pay Data Entry Formula Wizard

Payroll Processing Guide
 Functions E-11

Sample Formula

If the employee’s rate is greater than $15 an hour, the employee receives a $200 bonus. If
the employee’s rate is not greater than $15 an hour, the employee receives a $100 bonus.

If (NOT([DB_RATE] >15),100,200)

ROUND(value1,value2)
Rounds a number to a specified number of digits.

Value1 The number you want to round up

Value2 The number of decimal places for the number.

ROUND(value, noOfDecimalDigits) noOfDecimalDigits parameter is supposed to be an

integer. It can also be a numeric column. If the value of noOfDecimalDigits is a string with
decimal point then the decimal point and its trailing digits will be ignored. Only the integer
part will be used. If the noOfDecimalDigits is larger than the number of decimal digits from
[XyzCol] then no rounding will take place.

The following will generate identical results of rounding to second decimal digit:

• =ROUND([XyzCol],2)

• =ROUND([XyzCol],2.00)

• =ROUND([XyzCol],2.21)

• =ROUND([XyzCol],2.95)

The following will generate identical results of rounding to an integer:

• =ROUND([XyzCol],0)

• =ROUND([XyzCol],0.00)

• =ROUND([XyzCol],0.21)

• =ROUND([XyzCol],0.95)

Sample Formula

The following formula can be used to calculate a deduction:

=ROUND([Deduction1],2)

TODAY()
Returns the serial number of the current date.

Sample Formula

The following formula can be used to calculate a bonus of $100 for employee's hired longer
than 60 days from today.

=IF(TODAY() > DATE (2004,12,15), 500.00, 0)

Appendix E: Rapid Pay Data Entry Formula Wizard

Payroll Processing Guide
E-12 Functions

YOS_HIRE_DT()
Returns the number of years of service based on the hire date. Partial years are not included.
For example, if an employee has worked four years and three months, the value 4 is
returned.

Sample Formula

The following formula can be used to calculate a bonus of $250 for each year of service.

=YOS_HIRE_DT() * 250.00

You have completed learning about available functions and sample formulas that contain the
functions.

Appendix E: Rapid Pay Data Entry Formula Wizard

Payroll Processing Guide
Appendix F
File Formats for Imported Pay Data

PAGE TOPIC

F-2 Introduction
F-3 Process of Importing Pay Data
F-4 Supported File Formats
F-5 Determining the Filename to Use and Where to Load File
F-7 Understanding Import File Layouts
F-10 Field Requirements and File Examples for a CSV Pay Data File
F-27 Field Requirements and File Examples for a Manual Check CSV Pay Data File
F-39 Field Requirements and File Examples for a Third Party Sick Pay CSV Pay Data
File
F-44 Field Requirements and a File Example for a Concur Expense eXpert Pay Data
File
F-46 Troubleshooting Pay Data Import

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-2 Introduction

Introduction

If you create pay data using an external source, such as a time clock or job cost application,
you can import that data into your ADP Enterprise HR database without re-keying it.
Importing pay data already entered elsewhere frees you from time-consuming entry. After
you finish importing the pay data, you treat it like any other data entered directly.

This chapter provides detailed information about how to prepare your files in a format
acceptable to ADP. For more information on importing pay data, see “Importing External
Pay Data (EPIP)” on page 6-3.

Auto Balancing Totals for CSV Format Files

You can create and load control totals for .csv format files by selecting the Auto Balance
Totals option on the Import Pay Info panel (Payroll ~ Payroll Cycle ~ Step 2: Enter Pay
Period Information ~ Import Pay Information). This option is available when both of the
following are true:

• The pay group or pay groups you are working with has been set up with the Auto Balance
option (System Admin ~ Autolink Setup (Required) ~ Security ~ Pay Group Access ~
Pay Data Options).

• You select the CSV Files, Manual Check CSV Files, or 3rd Party Sick CSV Files
option on the Load External Paydata panel (Payroll ~ Payroll Cycle ~ Step 2: Enter Pay
Period Information ~ Import Pay Information).
If any pay group within the group does not have the Auto Balance option enabled, the Auto
Balance Totals field is not available on the Import Pay Info panel.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Process of Importing Pay Data F-3

Process of Importing Pay Data

The pay data that you import must be in an ADP-specified format, and assigned an
ADP-specified filename. Once you establish a method for these preparations, pay data
import can become a routine part of every pay cycle.

The following is an illustration of the pay data import process.

Figure F-1. Sequence Of Tasks For Importing Pay Data

 After importing pay data, remember to verify each of the batch totals. See “Balancing Batch
Totals” on page 4-16.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-4 Supported File Formats

Supported File Formats

You can import a file prepared in the comma separated, variable length (.csv) file format
specified for ADP Enterprise HR. There are many products, such as MS Excel, dBASE, and
FoxPro, that can help you prepare a file in .csv format. You can also prepare a .csv file
using a basic text editor.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Determining the Filename to Use and Where to Load File F-5

Determining the Filename to Use and Where to

Load File

The filenaming convention for files in the .csv format is *xxx*.csv where xxx is the pay
group (use 'xx_' for 2-position company codes/pay groups). This convention is used for a
single file or multiple files for the same pay group, for example, salaried in one file and
hourly in another). After you complete the import, you can view or print the
loadepipxxxnnn.log, where xxx equals the pay group and nnnn equals the process ID.

 If the paygroup within the filename is invalid or doesn't exist, then the load process terminates
and an error is generated.

Moving EPIP Files After They Are Loaded or

Transmitted
Any files that exist in the batch/temp directory are automatically moved to the archive
directory after being loaded or transmitted. For the next pay period, any new files with the
same name as files already existing in the archive directory will overlay the old. This
provides a backup copy of the files and helps prevent loading a file more than once.

 Access to the archive directory is allowed through the Pay Group Access task (Autolink
Payroll Setup (Required) ~ Security ~ Pay Group Access). For more information on this task,
see the Application Administrator’s Guide.

If a file loads successfully, even with warnings or processing errors, it will be moved to the
archive directory. Only files with fatal errors will remain in the current directory. You will
need to check the log file. If you want to resend a file, you must move it from the archive
directory to batch/temp.

Viewing the Log File for Loaded Files

When loading a large amount of data (exceeding 12 batches), the process monitor creates a
new process ID number and additional log files are generated. The naming conventions for
the log files include the type of generated file, the process ID, and the associated pay group.
No matter which type of file you load, the name for the log file is
loadepipxxxnnnnn.log, with the xxx being the pay group ID and nnnnn being the
process ID.

This process ID displays in the Process Monitor. For more information on using the Process
Monitor, see the ADP Enterprise HR User’s Guide.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-6 Determining the Filename to Use and Where to Load File

Viewing the Process Monitor for an EPIP Batch

The Process Detail panel now updates with the processing status of multiple file loads of
EPIP files. The Process Detail panel is updated with a message specific to the pay group,
such as “processing:epixxx01.csv (1 out of 2 files)”, with xxx being the pay group ID.
To view the Process Detail panel, do the following:

1 . Click (Process Monitor) and the Process Monitor panel displays.

2 . Click Detail beside the process you want to monitor. The Process Detail panel displays
with the status message regarding your files.

 For more information on using the Process Monitor, see the ADP Enterprise HR User’s
Guide.

In order to view the incremental updating of the status, you must return to the Process
Monitor panel, click Reset, and then return to the Process Detail panel.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Understanding Import File Layouts F-7

Understanding Import File Layouts

In general, each pay data import file is structured like a table. One record contains column
headings while all other records contain rows of data. The items are separated from each
other by a comma. The end of a record is indicated by a carriage return and line feed.

Types of Records
There are two types of records:

• Header
• Data
 A batch totals record is not required. Check each of the batch totals once you finish importing
pay data. See “Balancing Batch Totals” on page 4-16.

Header Records
The record containing the column headings is called the header record. There can be only
one header record in a file and it must appear at the beginning of the file. ADP sets the first
three fields in the header record and the order in which they appear. You determine the
remaining fields. The required fields and their order are as follows:

• Company Code (Pay Group)

• Batch ID
• File #

Data Records
The records containing the rows of data are called data records. There is no limit to the
number of data records in the file.

The following illustration, Figure F-2, shows the components of a pay data import file.

Header record f i el d, f i el d, f i el d, f i el d, f i el d, f i el d, f i e l d < CR/ L F >

dat a, dat a, dat a, dat a, dat a, dat a, d a t a < CR/ L F>
Dat a records dat a, dat a, dat a, dat a, dat a, dat a, d a t a < CR/ L F>
dat a, dat a, dat a, dat a, dat a, dat a, d a t a < CR/ L F>

Comma delimit er Carriage ret urn/

Line feed

Figure F-2. Components Of A Paydata Import File

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-8 Understanding Import File Layouts

Delimiting Information
You use a comma (ASCII 44) or tab (ASCII 9) to delimit field names and data. The carriage
return and line feed delimit the last field or data item of a record. You also can use
consecutive delimiters to skip over empty fields within a record or the carriage return and
line feed to skip over empty fields at the end of a record.

 Select one delimiter and apply it consistently. Do not mix the comma and tab in a file.

Example of Delimiting All Data

This example shows a file with data entered for all fields. The comma separates the field
names and data.

 In the following examples, <CR/LF> indicates a carriage return and line feed for visual display
purposes only. You do not enter these characters in an actual record.

Co Code,Batch ID,File #,Reg Hours,O/T Hours,Temp Dept<CR/LF>

ABC,123,111111,40.00,5.00,689<CR/LF>
ABC,123,222222,40.00,2.00,689<CR/LF>
ABC,123,333333,40.00,3.00,689<CR/LF>

Example of Delimiting Data Not Entered Between

Fields
This example shows a file where one of the records has no overtime hours entered. Note that
there is no space between the delimiters where overtime hours normally would be entered.
Delimiters with no space between them indicate that there is no data for the employee for
that field.

Co Code,Batch ID,File #,Reg Hours,O/T Hours,Temp Dept<CR/LF>

ABC,123,111111,40.00,5.00,689<CR/LF>
ABC,123,222222,40.00,,689<CR/LF>
ABC,123,333333,40.00,3.00,689<CR/LF>

Do not enter a zero to indicate the absence of data

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Understanding Import File Layouts F-9

Example of Delimiting Data Not Entered at the End

of the Record
This example shows a file where one of the records has no overtime hours or temporary
department code entered. Because these fields are together at the end of the record, the
comma delimiters are not required. Only the carriage return and line feed are required to end
the record.

Co Code,Batch ID,File #,Reg Hours,O/T Hours,Temp Dept<CR/LF>

ABC,123,111111,40.00,5.00,689<CR/LF>
ABC,123,222222,40.00,2.00,689<CR/LF>
ABC,123,333333,40.00<CR/LF>

Do not enter a zero to indicate the absence of data

Data Format Requirements

The following are the requirements for data formats in pay data import files:

• Valid values are any ASCII characters 32–91 and 93–122.

• Positive amounts do not have a sign (for example, 465.00).
• Negative amounts require a minus sign (-) either before or after the amount (for example,
-465.00 or 465.00-).

• Any data field may be enclosed in double quotes (for example, “Jones”).

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-10 Field Requirements and File Examples for a CSV Pay Data File

Field Requirements and File Examples for a CSV

Pay Data File

This section provides a list of the fields in the CSV pay data files and the requirements for
those fields. Examples of file layouts and incorrect file layouts are also included.

• Field Requirements for a CSV Pay Data File

• Examples of Correct File Layouts for a CSV File
• Examples of Incorrect File Layouts for a CSV File

Field Requirements for a CSV Pay Data File

Table F-1 lists all the field names, their descriptions, lengths (if defined), valid values, and
any requirements or conditions for using the fields in a pay data import file.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a CSV Pay Data File F-11

Field names are not case-sensitive. They can be in uppercase, lowercase, or mixed case
characters.

Table F-1. Field Requirements for a CSV Pay Data Import File

Field Name/Description Length Valid Values Requirements/Conditions

Adjust Ded Amount Min: -99999999.99 Deposit Deductions
Max: 99999999.99 If the deduction code is a deposit
Adjust the scheduled or one-time
deduction code that is used by one of the
deduction by adding or
employee’s bank accounts, the
subtracting this amount.
minimum is 0.
If the deduction code is a full-net type of
deposit deduction code, then a
deduction amount should not be
entered.
Paired Field
A deduction amount must be preceded
by an adjustment deduction code.
Adjust Ded Code 1-3 A–Z, 01–79 A specific deduction code can be used
only once within a record.
Deduction code to use when Length: 1–3 alphanumeric
making a one-time adjustment to characters Deposit Deductions
a deduction amount. If the code is one of the company’s
Valid Va lues:
deposit deduction codes, the employee
Leading zeros not allowed. must have a bank account that uses the
code.
Values of 0, 00, or 000 not
allowed. If the code is a full-net type of deposit
deduction code, the value in the pay
Values of 40, 50, 60, 61, 80,
number field must be X.
97, 98, and 99 are allowed.
Lien Deductions
If the code is one of the company’s lien
deduction codes, the employee must
have a lien that uses the code (lien
deduction or result deduction).
The pay number must be 1 or the import
file must contain a valid advance pay
date.
If the lien deduction code is set up to
have funds disbursed by ADP, the
company must be set up for funds
disbursement.
Paired Field
The deduction code must be followed
immediately by a deduction amount
adjustment.
Table Validation
The code must be in the company’s
deduction table.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-12 Field Requirements and File Examples for a CSV Pay Data File

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Adjust Federal Min: -99999999.99
Max: 99999999.99
Adjust the federal tax ADP
calculates by adding this amount
to or subtracting this amount from
the calculated amount.
Adjust Lived Local Min: -99999999.99 The company must be set up for local
Max: 99999999.99 reciprocity.
Adjust the local lived-in tax ADP
calculates by adding this amount The employee’s lived-in locality must
to or subtracting this amount from be a taxing locality.
the calculated amount.
There must be a local lived-in code for
the employee in the database.
Adjust Lived State Min: -99999999.99 The company must be set up for state
Max: 99999999.99 reciprocity.
Adjust the state lived-in tax ADP
calculates by adding this amount The employee’s lived-in state must be a
to or subtracting this amount from taxing state.
the calculated amount.
There must be a state lived-in code for
the employee in the database.
Adjust Local Services 1 Min: -99999999.99 There must be a Local Services 1 tax
Max: 99999999.99 code for the employee in the database.
Cannot be used before the PA local
service tax feature start quarter and year.
Adjust Local Services 2 Min: -99999999.99 There must be a Local Services 2 tax
Max: 99999999.99 code for the employee in the database.
Cannot be used before the PA local
service tax feature start quarter and year.
Adjust Medicare Min: -99999999.99
Max: 99999999.99
Adjust the Medicare amount ADP
calculates by adding this amount
to or subtracting this amount from
the calculated amount.
Adjust Soc Sec Min: -99999999.99 If the employee is set up to calculate
Max: 99999999.99 Medicare only, a social security
Adjust the social security amount
adjustment is not allowed.
ADP calculates by adding this
amount to or subtracting this
amount from the calculated
amount.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a CSV Pay Data File F-13

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Adjust SUI/SDI Min: -99999999.99 The employee’s SUI/SDI Tax code must
Max: 99999999.99 be for a taxing state.
Adjust the State Unemployment
Insurance/State Disability
Insurance (SUI/SDI) tax ADP
calculates by adding this amount
to or subtracting this amount from
the calculated amount.
Adjust Worked Local Min: -99999999.99 The employee’s worked in locality must
Max: 99999999.99 be a taxing locality.
Adjust the local worked in tax
ADP calculates by adding this
amount to or subtracting this
amount from the calculated
amount.
Adjust Worked State Min: -99999999.99 The employee’s worked in state must be
Max: 99999999.99 a taxing state.
Adjust the state worked in tax
ADP calculates by adding this
amount to or subtracting this
amount from the calculated
amount.
Advance Pay Date 6-10 Format is m/d/yy where m is a The company must be set up with Wage
1-2 digit month (1–12), d is a Garnishment Processing Service
The advance pay date to use with
1-2 digit day (1–31), yy is a (WGPS).
the Wage Garnishment Processing
2-4 digit year.
Service. Advance pay date must be greater than
Slashes are required, if today’s date.
entering a single digit day
and/or month.
Must be a valid date.
ALA # 2 2-99 The ALA # field is used only for posted
allocations; not calculated allocations.
Automatic Labor Allocation
Only automatic allocation numbers set
Number
up for the employee are available for
their pay entry.
Batch Description 1-20 A-Z, 0-9, space $ @ [ \ ] ^_ ` {  If a batch description is not entered,
|}!#%&‘( )*+,-./:;<
Batch description the pay data import process generates
=>?~“ the description EPIPBATCH.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-14 Field Requirements and File Examples for a CSV Pay Data File

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Batch ID 1-8 A-Z, 0-9, space $ @ [ \ ] ^_ ` { Required in the second position of the
| } ! # % & ( ) * + , - . / : ; < = header record.
Batch identification
>?~“
When a file contains multiple batch IDs,
the import process creates a new batch
for every new batch ID encountered.
To prevent a batch ID from being
treated as a duplicate, you should group
together all records that have the same
batch ID.
 If you do not enter a batch ID or a
duplicate exists, the pay data import
process generates a new one in the
format EPIPnnnn, where nnnn is the
first available number starting from 1
to 9999.

Block Def Comp Y, N, or blank

Block Dir Dep All Direct Deposits
Full Direct Deposit Only
blank
Cancel Pay 1 Y = Cancel Automatic Pay The company must be set up for
(for all the employee’s entries) automatic pay.
Cancel Automatic Pay
N = Remove cancellation
Co Code 3 A–Z, 0–9, &, - Required in the first position of the
header record.
Company Code/Pay Group A blank in the third position is
allowed only for a 2-character The AutoPay company code or ADP
pay group. Enterprise HR pay group must exist in
the database.
Ded Forecast Wk1 2 00–55
Deduction forecasting week 1
Ded Forecast Wk2 2 00–55
Deduction forecasting week 2
Ded Forecast Wk3 2 00–55
Deduction forecasting week 3
Ded Forecast Wk4 2 00–55
Deduction forecasting week 4
Ded Forecast Wk5 2 00–55
Deduction forecasting week 5

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a CSV Pay Data File F-15

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Earnings 3 Amount Min: -99999999.99 Paired Field
Max: 99999999.99 An earnings 3 amount must be preceded
Other Earnings 3 amount
by an earnings 3 code.
Earnings 3 Code 1-3 A–Z, 0–79 A specific hours/earnings code can be
used only once within a record.
Other Earnings 3 code 1-3 alphanumeric characters
allowed. There can be unlimited occurrences of a
combination of hours/earnings codes in
Values of 40, 50, 60, 61, 80,
a record used with the Hours/Earnings
97, 98, and 99.
fields.
Leading zeros in the code are
Hours 3 corresponds to earnings 3.
not allowed.
Hours 4 corresponds to earnings 4.
Values of 0, 00, or 000 are not
allowed.
Earnings 4 Amount Min: -99999999.99 Paired Field
Max: 99999999.99 An earnings 4 amount must be preceded
Other Earnings 4 amount
by an earnings 4 code.
Earnings 4 Code 1-3 A–Z, 0–79 A specific hours/earnings code can be
used only once within a record.
Other Earnings 4 code 1–3 alphanumeric characters
allowed. There can be unlimited occurrences of a
combination of hours/earnings codes in
• Values of 40, 50, 60, 61, 80, a record used with the hours/earnings
97, 98, and 99 are allowed. fields. Hours 3 corresponds to earnings
• Leading zeros in the code 3. hours 4 corresponds to earnings 4.
are not allowed. Examples
• Values of 0, 00, or 000 are You can enter four hours 4 codes and no
not allowed. earnings 4 codes. You can enter three
hours 4 codes and one earnings 4 code.
Paired Field
An earnings 4 code must be followed
immediately by an earnings 4 amount.
Earnings 5 Amount Min: -99999999.99 Paired Field
Max: 99999999.99 An earnings 5 amount must be preceded
Other Earnings 5 amount
by an earnings 5 code.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-16 Field Requirements and File Examples for a CSV Pay Data File

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Earnings 5 Code 1–3 A–Z, 0–79 A specific hours/earnings code can be
used only once within a record.
Other Earnings 5 code 1–3 alphanumeric characters
allowed. There can be unlimited occurrences of
hours/earnings codes in a record used
• Values of 40, 50, 60, 61, 80, with the Hours/Earnings fields. Hours 3
97, 98, and 99 are allowed. corresponds to earnings 3. Hours 4
• Leading zeros in the code corresponds to earnings 4.
are not allowed. Paired Field
• Values of 0, 00, or 000 are An earnings 5 code must be followed
not allowed. immediately by an earnings 5 amount.

File # 6 51–999999 Required in the third position of the

header record.
File number
Hours 3 Amount Min: -40500.00 Paired Field
Max: 99999.99 An hours 3 amount must be preceded by
Other Hours 3 amount
an hours 3 code.
Hours 3 Code 1-3 A–Z, 0–79 A specific hours/earnings code can be
used only once within a record.
Other Hours 3 code 1–3 alphanumeric characters
allowed. There can be unlimited occurrences of
hours/earnings codes in a record used
Values of 40, 50, 60, 61, 80,
with the hours/earnings fields. Hours 3
97, 98, and 99 are allowed.
corresponds to earnings 3. hours 4
Leading zeros in the code are corresponds to earnings 4.
not allowed.
Paired Field
Values of 0, 00, or 000 are not An hours 3 code must be followed
allowed. immediately by an hours 3 amount.
Hours 4 Amount Same as Hours 3 amount Paired Field
An hours 4 amount must be preceded by
Other Hours 4 amount
an hours 4 code.
Hours 4 Code 1–3 A–Z, 0–79 A specific hours/earnings code can be
used only once within a record.
Other Hours 4 code 1–3 alphanumeric characters
allowed. There can be unlimited occurrences of
hours/earnings codes in a record used
Values of 40, 50, 60, 61, 80,
with the Hours/Earnings fields. Hours 3
97, 98, and 99 are allowed.
corresponds to earnings 3. hours 4
Leading zeros in the code are corresponds to earnings 4.
not allowed.
Paired Field
Values of 0, 00, or 000 are not An hours 4 code must be followed
allowed. immediately by an hours 4 amount.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a CSV Pay Data File F-17

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Job Cost # 1–15 A–Z, 0–9, &, - Leading spaces are ignored by the
or Upper- and lowercase letters import process.
Job Cost# are accepted
Cannot contain embedded spaces.
Job number
The company must be set up for job
 Either a space or no space is costing.
allowed between Cost and #. Table Validation
Both are acceptable.
Optionally validates to company’s job
cost table.
Memo Amount Min: -99999999.99 Paired Field
Max: 99999999.99 A memo amount must be preceded by a
Memo amount
memo code.
Memo Code 1–3 A–Z, 0–-9, blank A specific memo code can be used only
once within a record.
Memo code 1–3 alphanumeric characters
allowed. If the company is set up for third party
sick pay, then codes 6, 7, 8, and 9 are
Leading zeros in the code are
not allowed.
not allowed.
The code cannot be the same as the
Values of 00 and 000 are not
company’s wage garnishment advance
allowed. A single 0 is allowed
pay memo code.
and is right justified.
Paired Field
A memo code must be followed
immediately by a memo amount.
Table Validation
Optionally validates to company’s
memo code table.
O/T Earnings Min: -9999999.99
Max: 9999999.99
Overtime earnings
 For field pay groups:
Min: -99999999.99
Max: 99999999.99

O/T Hours Min: -40500.00

Max: 99999.99
Overtime hours

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-18 Field Requirements and File Examples for a CSV Pay Data File

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Other Begin Date 6–10 Format is m/d/yy where m is a • You must supply both the other pay
1-2 digit month (1-12), d is a period begin date and other pay
1-2 digit day (1-31), yy is a period end date, or supply neither
2-4 digit year. date.
Slashes are required, if  When creating a Rapid Pay Data
entering a single digit day Entry view, you can select either
and/or month. the default Other Pay Begin Date
or the Other Pay End Date
Must be a valid date.
column. However, before you can
Other End Date 6–10 Format is m/d/yy where m is a save the batch or spreadsheet
using that view, you must enter or
1-2 digit month (1-12), d is a
import the actual other pay period
1-2 digit day (1-31), yy is a begin date and other pay period
2-4 digit year. end data, following the
requirements described below.
Slashes are required, if
entering a single digit day • The begin date must be equal to or
and/or month. less than the end date.
Must be a valid date.
• The end date must be greater than or
equal to the begin date.
• The data in the columns is valid only
if the Other Period Pay control at the
pay group level is active.
• For adjustment data (trans type 1, 2,
or 3), dates are allowed only if the
entry also has earnings.
• You cannot use other period dates
and prior OT memos together in the
same entry.
Pay # 1 1–9, N, X Quantitative fields are all fields that
have the same valid values as the Reg
Pay number
Earnings field, such as the Reg
Earnings, O/T Earnings, and Earnings 3
Amount fields.
 If a pay number is not entered, a pay
number of 1 is assumed.

Pay Check Tax Freq 1 0–9, B, M, H, C, T, S Cannot have paycheck tax frequency
and tax frequency on the same check.
Paycheck Tax Frequency

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a CSV Pay Data File F-19

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Rate Code 1 A–Z, 1–9 Value of 2 is allowed only if a value also
exists in the employee’s Rate 2 field in
Temporary Rate code
the database.
Value of 3 is allowed only if a value also
exists in the employee’s Rate 3 field in
the database.
A temporary rate code is not allowed if
a temporary rate amount exists in the
import file.
Reg Earnings Min: -99999999.99
Max: 99999999.99
Regular earnings
Reg Hours Min: -40500.00
Max: 99999.99
Regular hours
Repl Ded Amount Min: -99999999.99 Deposit Deductions
Max: 99999999.99 If the deduction code is a deposit
Replace the scheduled deduction
deduction code used by one of the
with this amount
employee’s bank accounts, the
minimum is 0.
If the deduction code is a full-net type of
deposit deduction code, a deduction
amount should not be entered.
Paired Field
The deduction amount must be preceded
by a replacement deduction code.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-20 Field Requirements and File Examples for a CSV Pay Data File

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Repl Ded Code 1–3 A–Z, 01–79 A specific deduction code can be used
only once within a record.
Scheduled deduction code to use 1-3 alphanumeric characters
when replacing a scheduled allowed. The employee must have this code as a
deduction amount scheduled deduction code.
Values of 40, 50, 60, 61, 80,
97, 98, and 99 are allowed. Deposit Deductions
If the code is one of the company’s
Leading zeros in the code are
deposit deduction codes, the employee
not allowed.
must have a bank account that uses the
Values of 0, 00, or 000 are not code.
allowed.
If the code is a full-net type of deposit
deduction code, the value in the pay
number field must be X.
Lien Deductions
If the code is one of the company’s lien
deduction codes, the employee must
have a lien that uses the code (lien
deduction or result deduction).
The pay number must be 1 or the import
file must contain a valid advance pay
date.
If the lien deduction code is set up to
have funds disbursed by ADP, the
company must be set up for funds
disbursement.
Paired Field
The deduction code must be followed
immediately by a deduction amount
replacement.
Table Validation
The code must be in the company’s
deduction table and be a scheduled
code.
Repl Federal Min: -99999999.99
Max: 99999999.99
Replace the federal tax ADP
calculates with this amount
Repl Lived Local Min: -99999999.99 The company must be set up for local
Max: 99999999.99 reciprocity.
Replace the local lived-in tax
ADP calculates with this amount The employee’s lived-in locality must
be a taxing locality.
There must be a local lived-in code for
the employee in the database.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a CSV Pay Data File F-21

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Repl Lived State Min: -99999999.99 The company must be set up for state
Max: 99999999.99 reciprocity.
Replace the state lived-in tax
ADP calculates with this amount The employee’s lived-in state must be a
taxing state.
There must be a state lived-in code for
the employee in the database.
Repl Local Services 1 Min: -99999999.99 There must be a Local Services 1 tax
Max: 99999999.99 code for the employee in the database.
Cannot be used before the PA local
service tax feature start quarter and year.
Repl Local Services 2 Min: -99999999.99 There must be a Local Services 1 tax
Max: 99999999.99 code for the employee in the database.
Cannot be used before the PA local
service tax feature start quarter and year.
Repl Medicare Min: -99999999.99
Max: 99999999.99
Replace the Medicare amount
ADP calculates with this amount
Repl Soc Sec Min: -99999999.99 If the employee is set up to calculate
Max: 99999999.99 Medicare only, social security
Replace the social security
replacement is not allowed.
amount ADP calculates with this
amount
Repl SUI/SDI Min: -99999999.99 The employee’s SUI/SDI Tax code must
Max: 99999999.99 be for a taxing state.
Replace the SUI/SDI tax ADP
calculates with this amount
Repl Worked Local Min: -99999999.99 The employee’s worked in locality must
Max: 99999999.99 be a taxing locality.
Replace the local worked in tax
ADP calculates with this amount
Repl Worked State Min: -99999999.99 The employee’s worked in state must be
Max: 99999999.99 a taxing state.
Replace the state worked in tax
ADP calculates with this amount If special action is A, a state worked in
tax replacement is not allowed.
Shift 1 1–9
Shift code
Special Action 1 W, X, Y, Z, K, F
Special action

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-22 Field Requirements and File Examples for a CSV Pay Data File

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Special Proc Code 1 E or C Pay group and employees must be set up
with FLSA overtime to utilize the
Special Processing code
workweek.
Special FLSA overtime
This is valid for biweekly and weekly
calculations to apply.
pay frequencies only.
Tax Frequency 1 0–9, S, M, D, T, B, F, H
Tax frequency
Temp Cost Nbr 1–50 A–Z, 0–9, $, /, dash, period, If the Labor Distribution Indicator is
comma, space Cost Number:
Temporary Cost number
Upper- and lowercase letters • The Temp Cost Nbr column is a valid
are accepted column.
• The Temp Dept column is an invalid
column.
Table Validation
Optionally validates to the company’s
cost number by pay group table.
Temp Dept 6 A–Z, 0–9, $, /, dash, period, Department length depends on the
comma company setup.
Temporary Department number
If the Labor Distribution Indicator is not
Cost Number:
• The Temp Dept column is a valid
column.
• The Temp Cost Nbr column is an
invalid column.
Table Validation
Optionally validates to company’s
department table.
Temp Lived Local 4 Same as Worked in locality The company must be set up for local
reciprocity. Temporary tax codes are
Lived-in Locality code
used for multi-jurisdictional employees.
Table Validation
The code must be in the company’s
local tax jurisdiction table.
Temp Lived State 2 Valid ADP State Tax The company must be set up for state
Jurisdiction code reciprocity. Temporary tax codes are
Lived-in State code
used for multi-jurisdictional employees.
Table Validation
The code must be in the company’s state
tax jurisdiction table.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a CSV Pay Data File F-23

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Temp Local Services 1 4 0001–9999 Table Validation
Local Services tax code The code must be on the company's
local services tax table.

Temp Local Services 2 4 0001–9999 Table Validation

The code must be on the company's
local services tax table.
Temp Rate Min: -405.0000 A temporary rate amount is not allowed
Max: 999.9999 if a temporary rate code exists in the
Temporary Rate amount
Precision is 4 import file.
ADP Enterprise HR will transmit any
value for the temporary rate. However,
if the temp rate is left blank, ADP
Enterprise HR will not submit any value
to AutoPay for processing.
Total Hours Entry Block 1 Y/N or blank If no value is entered, N is entered
automatically.
Total Hours Entry Override 9 Min: 999.99
- If no value is entered in this field, 0
(zero) is entered automatically.
Max: 999.99
Total Hours Pay Override 9 Min: -9999.99 If no value is entered in this field, 0
(zero) is entered automatically.
Max: 9999.99
Total Hours Send Zero Amount 1 Y/N If no value is entered in this field, N is
entered automatically.
Temp Recip State 1 1–4 The employee must have a state lived-in
code set up. Temporary tax codes are
State Reciprocity Allocation code
used for multi-jurisdictional employees.
Temp School Code 4 0001-9999 Temporary tax codes are used for
multi-jurisdictional employees.
School District Tax code
If a temporary worked in state code or
temporary lived-in state code does not
exist in the import file, a worked in or
lived-in state tax code must exist in the
database with a value of OH (Ohio).
If there is a temporary worked in or
lived-in state Tax code in the import file,
the value must be OH (Ohio).
Table Validation
The code must be in the company’s
deduction table.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-24 Field Requirements and File Examples for a CSV Pay Data File

Table F-1. Field Requirements for a CSV Pay Data Import File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Temp State Code 2 Valid ADP State Tax Temporary tax codes are used for
Jurisdiction code multi-jurisdictional employees.
Worked in State code
(See Appendix A for the ADP Table Validation
State Tax Jurisdiction codes) The code must be in the company’s state
tax jurisdiction table.
Temp Worked Local 4 Alphanumeric Temporary tax codes are used for
multi-jurisdictional employees.
Worked in Locality code It is recommended that you
assign a meaningful alpha Table Validation
code (CLVD=Cleveland) or The code must be in the company’s
you use the same 4 digit code local tax jurisdiction table.
as the tax service code.
Workweek 1 1 or 2 Pay group and employee must be setup
with FLSA overtime to utilize the
Workweek number for the entry
workweek.
number to which it applies
Workweek is valid only for biweekly
pay frequencies.

Examples of Correct File Layouts for a CSV File

This section presents examples of correctly formatted pay data import files.

 In the following examples, <CR/LF> indicates a carriage return and line feed for visual display
purposes only. You do not enter these characters in an actual record.

Regular Hours
The following example shows a correctly formatted pay data import file that includes
regular hours.

Co Code,Batch ID,File #,Reg Hours<CR/LF>

XYZ,Batch02,111111,40.00<CR/LF>
XYZ,Batch02,222222,40.00<CR/LF>
XYZ,Batch02,333333,40.00<CR/LF>
XYZ,Batch02,444444,40.00<CR/LF>
XYZ,Batch02,555555,40.00<CR/LF>

One-Time Deduction Adjustment

The following example shows a correctly formatted pay data import file that includes a
one-time deduction adjustment for the first two employees. Because the other employees do
not need the adjustment, their records do not require values in the Adjust Ded Code and
Adjust Ded Amount fields. The carriage return and line feed delimit those employees’
records.

Co Code,Batch ID,File #,Reg Hours,O/T Hours,Adjust Ded Code, Adjust

Ded Amount<CR/LF>
XYZ,Batch02,111111,40.00,5.00,U,10.00<CR/LF>

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a CSV Pay Data File F-25

XYZ,Batch02,222222,40.00,2.00,U,5.00<CR/LF>
XYZ,Batch02,333333,40.00,4.00<CR/LF>
XYZ,Batch02,444444,40.00,3.00<CR/LF>
XYZ,Batch02,555555,40.00,8.00<CR/LF>

Multiple Records for One File Number

The following example shows a correctly formatted pay data import file that has three
records on different lines for one file number. This allows the overtime hours for different
shifts to be identified.

Co Code,Batch ID,File #,Reg Hours,O/T Hours,Shift<CR/LF>

XYZ,Batch02,111111,40.00,5.00,4<CR/LF>
XYZ,Batch02,111111,16.00,1.00,2<CR/LF>
XYZ,Batch02,111111,10.00,2.00,3<CR/LF>
XYZ,Batch02,222222,40.00,2.00,4<CR/LF>
XYZ,Batch02,333333,40.00,5.00,4<CR/LF>
XYZ,Batch02,444444,40.00,5.00,4<CR/LF>
XYZ,Batch02,555555,40.00,5.00,4<CR/LF>

Examples of Incorrect File Layouts for a CSV File

This section presents examples of incorrectly formatted pay data import files.

 In the following examples, <CR/LF> indicates a carriage return and line feed for visual display
purposes only. You do not enter these characters in an actual record.

Invalid Pay Data Import File

The following example shows an invalid pay data import file. Because Company Code/Pay
Group must always be the first field name in the header record, the field names are out of
order. The result is that the file is not processed at all and a message is written to the log file.

Batch ID,Co Code,File #,Reg Earnings<CR/LF>

Batch02,XYZ,111111,400.00<CR/LF>
Batch02,XYZ,222222,425.00<CR/LF>
Batch02,XYZ,333333,415.00<CR/LF>
Batch02,XYZ,444444,400.00<CR/LF>
Batch02,XYZ,555555,425.00<CR/LF>

Invalid File Number

The following example shows an invalid file number in the pay data import file. Because
valid values are 000051-999999, the value of !11111, which mistakenly includes an
exclamation point, is invalid.

The result is that the entire data record for that file number will be dropped and a message
written to the log file.

Co Code,Batch ID,File #,Reg Hours,O/T Hours,Shift<CR/LF>

XYZ,Batch02,!11111,10.00,2.00,3<CR/LF>
XYZ,Batch02,222222,40.00,2.00,4<CR/LF>
XYZ,Batch02,333333,40.00,5.00,4<CR/LF>
XYZ,Batch02,444444,40.00,5.00,4<CR/LF>

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-26 Field Requirements and File Examples for a CSV Pay Data File

XYZ,Batch02,555555,40.00,5.00,4<CR/LF>

Invalid Hours 3 Code

The following example shows an invalid Hours 3 code in the pay data import file. Because
valid values are A-Z, 01-79 excluding 40, 50, 60, and 61, the value of 80 is invalid. The
result is that the Hours 3 code and hours 3 amount for file number 555555 will be dropped
and a message written to the log file.

Co Code,Batch ID,File #,Reg Hours,Hours 3 Code,Hours 3 Amount<CR/LF>

XYZ,Batch02,111111,40.00,V,8.00<CR/LF>
XYZ,Batch02,222222,40.00,V,40.00<CR/LF>
XYZ,Batch02,333333,40.00,20,5.00<CR/LF>
XYZ,Batch02,444444,40.00,20,5.00<CR/LF>
XYZ,Batch02,555555,40.00,80,2.00<CR/LF>

Missing Memo Amount

The following example shows a record in the pay data import file that is missing a memo
amount. Note that, as a paired field, the Memo Amount field name is properly positioned
after the Memo Code field name in the header record. In the data records, if a value for the
Memo Code field is entered, there must be a value entered for the Memo Amount field. The
value for the Memo Amount field is missing for one of the records. The result is that the
Memo code for file number 444444 will be dropped and a message written to the log file.

Co Code,Batch ID,File #,Reg Hours,Hours 3 Code,Hours 3 Amount, Memo

Code,Memo Amount,Pay #<CR/LF>
XYZ,Batch02,111111,40.00,V,8.00,M,200.00,1<CR/LF>
XYZ,Batch02,222222,40.00,V,40.00,M,200.00,1<CR/LF>
XYZ,Batch02,333333,40.00,20,5.00,M,200.00,1<CR/LF>
XYZ,Batch02,444444,40.00,20,5.00,M,,1<CR/LF>
XYZ,Batch02,555555,40.00,20,2.00,,,1<CR/LF>

 The last record in this example does not have a value for either the Memo Code or Memo
Amount field. Because there are no values entered for the paired fields at all and it is
delimited correctly with the commas, the record is acceptable.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a Manual Check CSV Pay Data File F-27

Field Requirements and File Examples for a

Manual Check CSV Pay Data File

This section provides a list of the fields in the manual check CSV pay data files and the
requirements for those fields. Examples of file layouts and incorrect file layouts are also
included.

• Field Requirements for a Manual Check CSV Pay Data File

• Examples of Correct File Layouts for a CSV File
• Examples of Incorrect File Layouts for a CSV File

Field Requirements for a Manual Check CSV Pay

Data File
Table F-2 lists all the field names, their descriptions, lengths (if defined), valid values, and
any requirements or conditions for using the fields in an import file for manual checks.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-28 Field Requirements and File Examples for a Manual Check CSV Pay Data File

Field names are not case-sensitive. They can be in uppercase, lowercase, or mixed case
characters.

Table F-2. Field Requirements For Manual Checks CSV File

Field Name/Description Length Valid Values Requirements/Conditions

Adjustment Date 6–10 Format is m/d/yy where m is The company must be set up for a
a 1-2 digit month (1-12), d is a multi-jurisdiction filing method.
The adjustment date to use with
1-2 digit day (1-31), yy is a
the Wage Garnishment Processing The date must be equal to or less than
2-4 digit year.
Service. today’s date.
Slashes are required, if
entering a single digit day
and/or month.
Six-digit dates without slashes
are assumed to have two
position years.
Must be a valid date.
Adjustment Seq 3 0–9 The company must be set up for a
multi-jurisdiction filing method.
The adjustment sequence to use
with the Wage Garnishment If any of the following fields contain a
Processing Service. value, the column is not valid:
• Temp Worked State
• Temp Lived State
• Temp Worked Local
• Temp Lived Local
• Temp SUI/SDI
Advance Pay Date 6–10 Format is m/d/yy where m is a The company must be set up with Wage
1-2 digit month (1-12), d is a Garnishment Processing Service
The advance pay date to use with
1-2 digit day (1-31), yy is a (WGPS).
the Wage Garnishment Processing
2-4 digit year.
Service. Advance pay date must be greater than
Slashes are required, if today’s date.
entering a single digit day
and/or month.
Must be a valid date.
Batch Description 1–20 A–Z, 0–9, space $ @ [ \ ] ^_ `  If a batch description is not entered, the
{ | } ! # % &‘ ( ) * + ,- . / : ; <
Batch description pay data import process generates the
=>?~“ description EPIPBATCH.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a Manual Check CSV Pay Data File F-29

Table F-2. Field Requirements For Manual Checks CSV File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Batch ID 1–8 A–Z, 0–9, space $ @ [ \ ] ^_ ` Required in the second position of the
{ | } ! # % & ( ) * + , - . / : ; < header record.
Batch identification
=>?~“
When a file contains multiple batch IDs,
the import process creates a new batch
for every new batch ID encountered.
To prevent a batch ID from being treated
as a duplicate, you should group together
all records that have the same batch ID.
 If you do not enter a batch ID or a
duplicate exists, the pay data import
process generates a new one in the
format EPIPnnnn, where nnnn is the
first available number starting from 1 to
9999.

Check Number 10 0–9 Numbers only

Number assigned to the check
Co Code 3 A–Z, 0–9, &, - Required in the first position of the
header record.
Company Code/Pay Group A blank in the third position is
allowed only for a 2-character The AutoPay company code or ADP
pay group. Enterprise HR pay group must exist in
the database.
Ded Amount Min: -99999999.99 Paired Field
Max: 99999999.99 A deduction amount must be preceded by
Indicates the dollar amount to be
an adjustment deduction code.
deducted.
Ded Code 1–3 A–Z, 01–79 A specific deduction code can be used
only once within a record.
Indicates the deduction to be Length: 1–3 alphanumeric
overwritten. characters Lien Deductions
If the code is one of the company’s lien
Valid Va lues:
deduction codes, the employee must have
Leading zeros not allowed. a lien that uses the code (lien deduction
or result deduction).
Values of 0, 00, or 000 not
allowed. If the lien deduction code is set up to
have funds disbursed by ADP, the
Values of 40, 50, 60, 61, 80,
company must be set up for funds
97, 98, and 99 are allowed.
disbursement.
Paired Field
The deduction code must be followed
immediately by a deduction amount.
Table Validation
The code must be in the company’s
deduction table.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-30 Field Requirements and File Examples for a Manual Check CSV Pay Data File

Table F-2. Field Requirements For Manual Checks CSV File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Fed Tax Block 1 A–Z Table Validation
The code must be in the translation table.
Block the federal tax

The pay group must be multi-J.

Federal Tax Min: -99999999.99
Max: 99999999.99
Federal tax amount for the check
File # 6 51-999999 Required in the third position of the
header record.
File number
Funds Disburse 1 Valid alues:
V
Disbursement of funds Y, N , o r blank
FUTA Tax Block 1 A–Z Table Validation
The code must be in the translation table.
Block the FUTA tax
Job Cost # 1–15 A–Z, 0–9, &, - Leading spaces are ignored by the import
Upper- and lowercase letters process.
Job number
are accepted
Cannot contain embedded spaces.
The company must be set up for job
costing.
Table Validation
Optionally validates to company’s job
cost table.
Live Local Tax Block 1 A–Z Table Validation
The code must be in the translation table.
Block the lived-in local tax
Live State Tax Block 1 A–Z Table Validation
The code must be in the translation table.
Block the lived-in state tax
Lived Local Tax Min: -99999999.99 The company must be set up for local
Max: 99999999.99 reciprocity.
Replace the local lived-in tax
ADP calculates with this amount The employee’s lived-in locality must be
a taxing locality.
There must be a local lived-in code for
the employee in the database.
Lived State Tax Min: -99999999.99 The company must be set up for state
Max: 99999999.99 reciprocity.
Lived state tax amount for the
check The employee’s lived-in state must be a
taxing state.
There must be a state lived-in code for
the employee in the database.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a Manual Check CSV Pay Data File F-31

Table F-2. Field Requirements For Manual Checks CSV File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Med Tax Block 1 A–Z Table Validation
The code must be in the translation table.
Block the medicare tax
Medicare Tax Min: -99999999.99
Max: 99999999.99
Medicare tax amount for the
check
Memo Amount Min: -99999999.99 Paired Field
Max: 99999999.99 A memo amount must be preceded by a
Memo amount
memo code.
Memo Code 1 A–Z, 0–9, blank A specific memo code can be used only
once within a record.
Memo code 1–3 alphanumeric characters
allowed. If the company is set up for third party
sick Pay, then codes 6, 7, 8, and 9 are not
Leading zeros in the code are
allowed.
not allowed.
The code cannot be the same as the
Values of 00 and 000 are not
company’s wage garnishment advance
allowed.
pay memo code.
Paired Field
A memo code must be followed
immediately by a memo amount.
Table Validation
Optionally validates to company’s memo
code table.
Net Pay Min: -99999999.99 Required
Max: 99999999.99
Net pay The formula for calculating the net pay:
Reg Earnings + O/T Earnings + Other
Earnings Amount - Federal Tax - Soc Sec
Tax - Medicare Tax - Worked State Tax -
Lived State Tax - Lived Local Tax -
Worked Local Tax - SUI/SDI Tax - Ded
Amount
O/T Earnings Min: -99999999.99
Max: 99999999.99
Overtime earnings
O/T Hours Min: -40500.00
Max: 99999.99
Overtime hours
Other Earnings Amount Min: -99999999.99 Paired Field
Max: 99999999.99 An other earnings amount must be
Other Earnings amount
preceded by an other earnings code.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-32 Field Requirements and File Examples for a Manual Check CSV Pay Data File

Table F-2. Field Requirements For Manual Checks CSV File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Other Earnings Code 1–3 A–Z, 0–79 A specific hours/earnings code can be
used only once within a record.
Other Earnings code 1–3 alphanumeric characters
allowed. Paired Field
An other earnings code must be followed
Values of 40, 50, 60, 61, 80,
immediately by an other earnings
97, 98, and 99 are allowed.
amount.
Leading zeros in the code are
not allowed.
Values of 0, 00, or 000 are not
allowed.
Other Hours Amount Min: -40500.00 Paired Field
Max: 99999.99 An other hours amount must be preceded
Other Hours amount
by an other hours code.
Other Hours Code 1–3 A–Z, 0–79 A specific hours/earnings code can be
used only once within a record.
Other Hours code 1–3 alphanumeric characters
allowed. Paired Field
An other hours code must be followed
Values of 40, 50, 60, 61, 80,
immediately by an other hours amount.
97, 98, and 99 are allowed.
Leading zeros in the code are
not allowed.
Values of 0, 00, or 000 are not
allowed.
Other Begin Date 6–10 Format is m/d/yy where m is a • You must supply both the other pay
1-2 digit month (1-12), d is a begin date and other pay end date, or
1-2 digit day (1-31), yy is a supply neither date.
2-4 digit year.
• The begin date must be equal to or less
Slashes are required, if than the end date.
entering a single digit day
and/or month. • The end date must be greater than or
equal to the begin date.
Must be a valid date.
• The data in the columns is valid only
Other End Date 6–10 Format is m/d/yy where m is a if the Other Period Pay control at the
1-2 digit month (1-12), d is a pay group level is active.
1-2 digit day (1-31), yy is a
2-4 digit year. • For adjustment data (trans type 1, 2, or
3), dates are allowed only if the entry
Slashes are required, if
also has earnings.
entering a single digit day
and/or month. • You cannot use other period dates and
prior OT memos together in the same
Must be a valid date.
entry.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a Manual Check CSV Pay Data File F-33

Table F-2. Field Requirements For Manual Checks CSV File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Pay # 1 A–Z, excluding N, X If a pay number is not entered or the pay
number in the import file already exists,
Pay number
the next available pay number will be
used.
Pay Begin Date 6–10 Format is m/d/yy where m is You must supply both the pay begin and
a 1-2 digit month (1-12), d is a end dates for a manual check, or supply
The adjustment date to use with
1-2 digit day (1-31), yy is a neither date.
the Wage Garnishment Processing
2-4 digit year.
Service. The begin date must be equal to or less
Slashes are required, if than the end date.
entering a single digit day
The end date must be greater than or
and/or month.
equal to the begin date.
Six-digit dates without slashes
are assumed to have two
position years.
Must be a valid date.
Pay End Date 6–10 Format is m/d/yy where m is
a 1-2 digit month (1-12), d is a
The adjustment date to use with
1-2 digit day (1-31), yy is a
the Wage Garnishment Processing
2-4 digit year.
Service.
Slashes are required, if
entering a single digit day
and/or month.
Six-digit dates without slashes
are assumed to have two
position years.
Must be a valid date.
Reg Earnings Min: -99999999.99
Max: 99999999.99
Regular earnings
Reg Hours Min: -40500.00
Max: 99999.99
Regular hours
Soc Sec Tax Min: -99999999.99
Max: 99999999.99
Replace the social security
amount ADP calculates with this
amount
SS Tax Block 1 A–Z Table Validation
The code must be in the translation table.
Social Security tax block
SUI/SDI Tax Min: -99999999.99 The employee’s SUI/SDI Tax code must
Max: 99999999.99 be for a taxing state.
Replace the SUI/SDI tax ADP
calculates with this amount

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-34 Field Requirements and File Examples for a Manual Check CSV Pay Data File

Table F-2. Field Requirements For Manual Checks CSV File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

SUI/SDI Tax Block 1 A–Z Table Validation
The code must be in the translation table.
SUI/SDI tax block
Tax Frequency 1 0–9, B,C, D, F, H, M, S, T
Tax frequency
Temp Cost Nbr 1-50 A–Z, 0–9, $, /, dash, period, If the Labor Distribution Indicator is Cost
comma, space Number:
Temporary Cost number
Upper- and lowercase letters • The Temp Cost Nbr column is a valid
are accepted column.
• The Temp Dept column is an invalid
column.
Table Validation
Optionally validates to the company’s
cost number by pay group table.
Temp Dept 6 A–Z, 0–9, $, /, dash, period, Department length depends on the
comma company setup.
Temporary Department number
If the Labor Distribution Indicator is not
Cost Number:
• The Temp Dept column is a valid
column.
• The Temp Cost Nbr column is an
invalid column.
Table Validation
Optionally validates to company’s
department table.
Temp Rate Min: -405.0000 The company must be set up for job
Max: 999.9999 costing.
Temporary Rate amount
Precision is 4
Temp Lived Local 4 Same as Worked in locality The company must be set up for local
reciprocity and a multi-jurisdiction filing
Lived-in Locality code
method.
Table Validation
The code must be in the company’s local
tax jurisdiction table.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a Manual Check CSV Pay Data File F-35

Table F-2. Field Requirements For Manual Checks CSV File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Temp Lived State 2 Valid ADP State Tax The company must be set up for state
Jurisdiction code reciprocity and a multi-jurisdiction filing
Lived-in State code
method.
If special action is A, a lived-in state
code is not allowed.
Table Validation
The code must be in the company’s state
tax jurisdiction table.
Temp School Code 4 0001–9999 The company must be set up for a
multi-jurisdiction filing method.
School District Tax code
If a temporary worked in state code or
temporary lived-in state code does not
exist in the import file, a worked in or
lived-in state tax code must exist in the
database with a value of OH (Ohio).
If there is a temporary worked in or
lived-in state Tax code in the import file,
the value must be OH (Ohio).
Table Validation
The code must be in the company’s
deduction table.
Temp SUI/SDI 2 Valid ADP SUI/SDI Tax Table Validation
Jurisdiction code The code must be in the company’s SUI
SUI/SDI tax code
tax jurisdiction table.
Temp Worked Local 4 Positions 1, 2, 3: The company must be set up for a
001-255, 301-799 excluding multi-jurisdiction filing method.
Worked in Locality code
325, 400, 425, 500, 525, 600,
Table Validation
625, 700, and 725
The code must be in the company’s local
Position 4: A–Z, 0–9 tax jurisdiction table.
Temp Worked State 2 Valid ADP State Tax The company must be set up for a
Jurisdiction code multi-jurisdiction filing method.
Worked in State code
(See Appendix A for the ADP If special action is A, a worked in state
State Tax Jurisdiction codes) code is not allowed.
Table Validation
The code must be in the company’s state
tax jurisdiction table.
Total Hours Pay Override 9 Min: -9999.99 If no value is entered in this field, 0
(zero) is entered automatically.
Max: 9999.99
Total Hours Send Zero Amount 1 Y/N If no value is entered in this field, N is
entered automatically.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-36 Field Requirements and File Examples for a Manual Check CSV Pay Data File

Table F-2. Field Requirements For Manual Checks CSV File (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Trans Type 1 1, 2, 3, or J (for Job Cost Required in the fourth position of the
entries) header record.
Transaction type
Table Validation
The code must be in the translation table.
Work Comp Tax Block 1 A-Z The company must be set up for a
multi-jurisdiction filing method.
Block the worker’s comp tax
Table Validation
The code must be in the translation table.
Work Local Tax Block 1 A-Z The company must be set up for a
multi-jurisdiction filing method.
Block the local worked in tax
Table Validation
The code must be in the translation table.
Work State Tax Block 1 A-Z The company must be set up for a
multi-jurisdiction filing method.
Block the state worked in tax
Table Validation
The code must be in the translation table.
Worked Local Tax Min: -99999999.99 The employee’s worked in locality must
Max: 99999999.99 be a taxing locality.
Replace the local worked in tax
ADP calculates with this amount
Worked State Tax Min: -99999999.99 The employee’s worked in state must be
Max: 99999999.99 a taxing state.
Replace the state worked in tax
ADP calculates with this amount

Examples of Correct File Layouts for a Manual

Check CSV File
This section presents examples of correctly formatted manual check pay data import files.

 In the following examples, <CR/LF> indicates a carriage return and line feed for visual display
purposes only. You do not enter these characters in an actual record.

Regular Hours, Deductions, and Taxes Without Job Costing

The following example shows a correctly formatted manual check pay data import file that
includes regular hours, deductions, and taxes without job costing.

Co Code,Batch ID,File #,Trans Type,Check Number,Net Pay,Reg

Earnings,Ded Code,Ded Amount,Federal Tax,Pay Begin Date,Pay End
Date<CR/LF>
XYZ,Batch02,111111,1,100,650,1000,A,100,250,01/06/14,01/10/14<CR/LF
>
XYZ,Batch02,222222,2,101,650,1000,A,100,250,01/06/14,01/10/14<CR/LF
>

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a Manual Check CSV Pay Data File F-37

XYZ,Batch02,333333,3,102,650,1000,A,100,250,01/06/14,01/10/14<CR/LF
>
XYZ,Batch02,444444,1,103,650,1000,A,100,250,01/06/14,01/10/14<CR/LF
>
XYZ,Batch02,555555,2,104,650,1000,A,100,250,01/06/14,01/10/14<CR/LF
>

Regular Hours, Deductions, and Taxes With Job Costing

The following example shows a correctly formatted manual check pay data import file that
includes regular hours, deductions, and taxes with job costing.

Co Code,Batch ID,File #,Trans Type,Job Cost #,Check Number,Net

Pay,Reg Earnings,Ded Code,Ded Amount,Federal Tax,Pay Begin Date,Pay
End Date<CR/LF>
XYZ,Batch02,111111,1,,100,2100,,B,100,800,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,111111,J,1001,,,1000,,,,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,111111,J,1002,,,1000,,,,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,111111,J,1003,,,1000,,,,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,222222,1,,101,2100,,B,100,800,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,222222,J,1001,,,1000,,,,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,222222,J,1002,,,1000,,,,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,222222,J,1003,,,1000,,,,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,333333,1,,102,1400,,B,100,500,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,333333,J,1001,,,1000,,,,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,333333,J,1002,,,1000,,,,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,444444,1,,103,600,,B,100,300,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,444444,J,1001,,,1000,,,,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,555555,1,,104,600,,B,100,300,01/06/14,01/10/14<CR/LF>
XYZ,Batch02,555555,J,1001,,,1000,,,,01/06/14,01/10/14<CR/LF>

Examples of Incorrect File Layouts for a Manual

Check CSV File
This section presents examples of incorrectly formatted manual check pay data import files.

 In the following examples, <CR/LF> indicates a carriage return and line feed for visual display
purposes only. You do not enter these characters in an actual record.

Invalid Pay Data Import File

The following example shows an invalid manual check pay data import file. Because
Company Code/Pay Group must always be the first field name in the header record, the
field names are out of order. The result is that the file is not processed at all and a message is
written to the log file.

Batch ID,Co Code,File #,Trans Type,Check Number,Net Pay,Reg

Earnings,Ded Code,Ded Amount,Federal Tax ,<CR/LF>
Batch02,XYZ,111111,1,100,650,1000,A,100,250,<CR/LF>
Batch02,XYZ,222222,2,101,650,1000,A,100,250,<CR/LF>
Batch02,XYZ,333333,3,102,650,1000,A,100,250,<CR/LF>
Batch02,XYZ,444444,1,103,650,1000,A,100,250,<CR/LF>
Batch02,XYZ,555555,2,104,650,1000,A,100,250,<CR/LF>

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-38 Field Requirements and File Examples for a Manual Check CSV Pay Data File

Invalid File Number

The following example shows an invalid file number in the pay data import file. Because
valid values are 000051-999999, the value of !11111, which mistakenly includes an
exclamation point, is invalid.

The result is that the entire data record for that file number will be dropped and a message
written to the log file.

Co Code,Batch ID,File #,Trans Type,Check Number,Net Pay,Reg

Earnings,Ded Code,Ded Amount,Federal Tax ,<CR/LF>
XYZ,Batch02,11111!,1,100,650,1000,A,100,250,<CR/LF>
XYZ,Batch02,222222,2,101,650,1000,A,100,250,<CR/LF>
XYZ,Batch02,333333,3,102,650,1000,A,100,250,<CR/LF>
XYZ,Batch02,444444,1,103,650,1000,A,100,250,<CR/LF>
XYZ,Batch02,555555,2,104,650,1000,A,100,250,<CR/LF>

Invalid Other Earnings code

The following example shows an invalid Other Earnings code in the pay data import file.
Because valid values are A-Z, 01-79 excluding 40, 50, 60, and 61, the value of 80 is invalid.
The result is that the Other Earnings code and Other Earnings amount for file number
555555 will be dropped and a message written to the log file.

Co Code,Batch ID,File #,Trans Type,Reg Hours,Other Earnings

Code,Other Earnings Amount<CR/LF>
XYZ,Batch02,222222,2,40.00,V,8.00<CR/LF>
XYZ,Batch02,333333,3,40.00,V,40.00<CR/LF>
XYZ,Batch02,444444,1,40.00,20,5.00<CR/LF>
XYZ,Batch02,555555,2,40.00,80,2.00<CR/LF>

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a Third Party Sick Pay CSV Pay Data File F-39

Field Requirements and File Examples for a

Third Party Sick Pay CSV Pay Data File

This section provides a list of the fields in the third party sick pay CSV pay data files and the
requirements for those fields. Examples of file layouts and incorrect file layouts are also
included.

• Field Requirements for a Manual Check CSV Pay Data File

• Examples of Correct File Layouts for a CSV File
• Examples of Incorrect File Layouts for a CSV File

Field Requirements for a Third Party Sick Pay CSV

Pay Data File
Table F-3 lists all the field names, their descriptions, lengths (if defined), valid values, and
any requirements or conditions for using the fields in an import file for Third Party Sick Pay.

Field names are not case-sensitive. They can be in uppercase, lowercase, or mixed case
characters.

Table F-3. Field Requirements For Third Party Sick Pay

Field Name/Description Length Valid Values Requirements/Conditions

Adjustment Date 6–10 Format is m/d/yy where m is a The company must be set up for a
1-2 digit month (1-12), d is a multi-jurisdiction filing method.
The adjustment date to use with
1-2 digit day (1-31), yy is a
the Wage Garnishment Processing The date must be equal to or less than
2-4 digit year.
Service. today’s date.
Slashes are required, if
entering a single digit day
and/or month.
Six-digit dates without slashes
are assumed to have two
position years.
Must be a valid date.
Batch Description 1–20 A–Z, 0–9, space $ @ [ \ ] ^_ `  If a batch description is not entered, the
{ | } ! # % &‘ ( ) * + ,- . / : ;<
Batch description pay data import process generates the
=>?~“ description EPIPBATCH.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-40 Field Requirements and File Examples for a Third Party Sick Pay CSV Pay Data File

Table F-3. Field Requirements For Third Party Sick Pay (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Batch ID 1–8 A–Z, 0–9, space $ @ [ \ ] ^_ ` Required in the second position of the
{ | } ! # % & ( ) * + , - . / : ; < header record.
Batch identification
=>?~“
When a file contains multiple batch IDs,
the import process creates a new batch
for every new batch ID encountered.
To prevent a batch ID from being treated
as a duplicate, you should group together
all records that have the same batch ID.
 If you do not enter a batch ID or a
duplicate exists, the pay data import
process generates a new one in the
format EPIPnnnn, where nnnn is the
first available number starting from 1 to
9999.

Co Code 3 A–Z, 0–9, &, - Required in the first position of the

header record.
Company Code/Pay Group A blank in the third position is
allowed only for a 2-character The AutoPay company code or ADP
pay group. Enterprise HR pay group must exist in
the database.
Federal Tax Min: -99999999.99
Max: 99999999.99
Federal tax amount for the check
File # 6 51–999999 Required in the third position of the
header record.
File number
Med Tax Block 1 A-Z Table Validation
The code must be in the translation table.
Block the medicare tax
Medicare Tax Min: -99999999.99
Max: 99999999.99
Medicare tax amount for the
check
Non-Taxable Earnings Min: -99999999.99 If the pay number is 1 and automatic pay
Max: 99999999.99 is set up for the employee, the range is
Non-taxable earnings
-40500.00 to 99999.99.
Only one occurrence per record.
Pay # 1 A–Z, excluding N, X If a pay number is not entered or the pay
number in the import file is already
Pay number
exists, the next available pay number will
be used.
Soc Sec Tax Min: -99999999.99
Max: 99999999.99
Replace the social security
amount ADP calculates with this
amount

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and File Examples for a Third Party Sick Pay CSV Pay Data File F-41

Table F-3. Field Requirements For Third Party Sick Pay (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

SUI/SDI Tax Min: -99999999.99 The employee’s SUI/SDI Tax code must
Max: 99999999.99 be for a taxing state.
Replace the SUI/SDI tax ADP
calculates with this amount
Taxable Earnings Min: -99999999.99 If the pay number is 1 and automatic pay
Max: 99999999.99 is set up for the employee, the range is
Taxable earnings
-40500.00 to 99999.99.
Only one occurrence per record.
Temp Cost Nbr 1–50 A–Z, 0–9, $, /, dash, period, If the Labor Distribution Indicator is Cost
comma, space Number:
Temporary Cost number
Upper- and lowercase letters • The Temp Cost Nbr column is a valid
are accepted column.
• The Temp Dept column is an invalid
column.
Table Validation
Optionally validates to the company’s
cost number by pay group table.
Temp Dept 6 A–Z, 0–9, $, /, dash, period, Department length depends on the
comma company setup.
Temporary Department number
If the Labor Distribution Indicator is not
Cost Number:
• The Temp Dept column is a valid
column.
• The Temp Cost Nbr column is an
invalid column.
Table Validation
Optionally validates to company’s
department table.
Temp Lived Local 4 Same as Worked in locality The company must be set up for local
reciprocity and a multi-jurisdiction filing
Lived-in Locality code
method.
Table Validation
The code must be in the company’s local
tax jurisdiction table.
Temp Lived State 2 Valid ADP State Tax The company must be set up for state
Jurisdiction code reciprocity and a multi-jurisdiction filing
Lived-in State code
method.
Table Validation
The code must be in the company’s state
tax jurisdiction table.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-42 Field Requirements and File Examples for a Third Party Sick Pay CSV Pay Data File

Table F-3. Field Requirements For Third Party Sick Pay (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Temp SUI/SDI 2 Valid ADP SUI/SDI Tax Table Validation
Jurisdiction code The code must be in the company’s SUI
SUI/SDI tax code
tax jurisdiction table.
Temp Worked Local 4 Positions 1, 2, 3: The company must be set up for a
001–255, 301–799 excluding multi-jurisdiction filing method.
Worked in Locality code
325, 400, 425, 500, 525, 600,
Table Validation
625, 700, and 725
The code must be in the company’s local
Position 4: A–Z, 0–9 tax jurisdiction table.
Temp Worked State 2 Valid ADP State Tax The company must be set up for a
Jurisdiction code multi-jurisdiction filing method.
Worked in State code
(See Appendix A for the ADP Table Validation
State Tax Jurisdiction codes) The code must be in the company’s state
tax jurisdiction table.
Worked State Tax Min: -99999999.99 The employee’s worked in state must be
Max: 99999999.99 a taxing state.
Replace the state worked in tax
ADP calculates with this amount

Examples of Correct File Layouts for Third Party

Sick Pay CSV File
This section presents an example of a correctly formatted manual check pay data import
files.

 In the following examples, <CR/LF> indicates a carriage return and line feed for visual display
purposes only. You do not enter these characters in an actual record.

Regular hours
The following example shows a correctly formatted pay data import file for third party sick
pay that includes regular hours.

Co Code,Batch ID,File #,Taxable Earnings,Non-Taxable Earnings,Federal

Tax ,Soc Sec Tax,Medicare Tax,<CR/LF>
XYZ,Batch02,111111,1000,500,280,67,16,<CR/LF>
XYZ,Batch02,222222,1000,500,280,67,16,<CR/LF>
XYZ,Batch02,333333,1000,500,280,67,16,<CR/LF>
XYZ,Batch02,444444,1000,500,280,67,16,<CR/LF>
XYZ,Batch02,555555,1000,500,280,67,16,<CR/LF>

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
Field Requirements and File Examples for a Third Party Sick Pay CSV Pay Data File F-43

Examples of Incorrect File Layouts for Third Party

Sick Pay CSV File
This section presents examples of incorrectly formatted manual check pay data import files.

 In the following examples, <CR/LF> indicates a carriage return and line feed for visual display
purposes only. You do not enter these characters in an actual record.

Invalid Pay Data Import File

The following example shows an invalid pay data import file. Because Company Code/Pay
Group must always be the first field name in the header record, the field names are out of
order. The result is that the file is not processed at all and a message is written to the log file.

Batch ID,Co Code,File #,Taxable Earnings,Non-Taxable Earnings,Federal

Tax ,Soc Sec Tax,Medicare Tax,<CR/LF>
Batch02,XYZ,111111,1000,500,280,67,16,<CR/LF>
Batch02,XYZ,222222,1000,500,280,67,16,<CR/LF>
Batch02,XYZ,333333,1000,500,280,67,16,<CR/LF>
Batch02,XYZ,444444,1000,500,280,67,16,<CR/LF>
Batch02,XYZ,555555,1000,500,280,67,16,<CR/LF>

Invalid File Number

The following example shows an invalid file number in the pay data import file. Because
valid values are 000051-999999, the value of 22222@, which mistakenly includes an
exclamation point, is invalid.

The result is that the entire data record for that file number will be dropped and a message
written to the log file.

Co Code,Batch ID,File #,Taxable Earnings,Non-Taxable Earnings,Federal

Tax ,Soc Sec Tax,Medicare Tax,<CR/LF>
XYZ,Batch02,111111,1000,500,280,67,16,<CR/LF>
XYZ,Batch02,22222@,1000,500,280,67,16,<CR/LF>
XYZ,Batch02,333333,1000,500,280,67,16,<CR/LF>
XYZ,Batch02,444444,1000,500,280,67,16,<CR/LF>
XYZ,Batch02,555555,1000,500,280,67,16,<CR/LF>

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-44 Field Requirements and a File Example for a Concur Expense eXpert Pay Data File

Field Requirements and a File Example for a

Concur Expense eXpert Pay Data File

This section provides a list of the fields in the Concur Expense eXpert EXP pay data file and
the requirements for those fields. Examples of file layouts are also included.

• Field Requirements for a Concur Expense eXpert EXP Pay Data File
• Example of Correct File Layout for an EXP File

Field Requirements for a Concur Expense eXpert

EXP Pay Data File
Table F-4 lists all the field names, their descriptions, lengths (if defined), valid values, and
any requirements or conditions for using the fields in an import file for Concur Expense
eXpert.

Field names are not case-sensitive. They can be in uppercase, lowercase, or mixed case
characters.

Table F-4. Field Requirements For Concur Expense Expert

Field Name/Description Length Valid Values Requirements/Conditions

Adjust Ded Amount Min: -99999999.99 Paired Field
Max: 99999999.99 A deduction amount must be preceded by
Adjust the scheduled or one-time
an adjustment deduction code.
deduction by adding or
subtracting this amount.
Adjust Ded Code 1–3 A–Z, 01–79 Paired Field
The deduction code must be followed
Deduction code to use when Length: 1–3 alphanumeric
immediately by a deduction amount
making a one-time adjustment to characters
adjustment.
a deduction amount.
Valid Va lues:
Table Validation
Leading zeros not allowed. The code must be in the company’s
deduction table.
Values of 0, 00, or 000 not
allowed.
Values of 40, 50, 60, 61, 80,
97, 98, and 99 are allowed.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
 Field Requirements and a File Example for a Concur Expense eXpert Pay Data File F-45

Table F-4. Field Requirements For Concur Expense Expert (cont.)

Field Name/Description Length Valid Values Requirements/Conditions

Batch ID 1–8 A–Z, 0–9, space $ @ [ \ ] ^_ ` Required in the second position of the
{ | } ! # % & ( ) * + , - . / : ; < header record.
Batch identification
=>?~“
For each pay group in the file, the batch
ID of Expense eXpert is generated. If
another file is loaded during the same pay
cycle, a sequence number appends to the
end of the batch ID.
 If you do not enter a batch ID or a
duplicate exists, the pay data import
process generates a new one in the
format Expense eXpert nnnn, where
nnnn is the first available number
starting from 1 to 9999.

Co Code 3 A–Z, 0–9, &, - Required in the first position of the

header record.
Company code/pay group A blank in the third position is
allowed only for a 2-character The AutoPay company code or ADP
pay group. Enterprise HRADP Enterprise HR pay
group must exist in the database.
File # 6 51–999999 Required in the third position of the
header record.
File number

Example of Correct File Layout for an EXP File

This section presents an example of a correctly formatted Concur Expense eXpert expense
data import file.

 In the following examples, <CR/LF> indicates a carriage return and line feed for visual display
purposes only. You do not enter these characters in an actual record.

Deduction Adjustment
The following example shows a correctly formatted pay data import file that includes
deduction adjustments for employees. The carriage return and line feed delimit those
employees’ records.

Co Code,Batch ID,File #,Adjust Ded Code, Adjust Ded Amount<CR/LF>

ABC,1,222222,U,-5.00<CR/LF>
DEF,1,333333,U,-25.00<CR/LF>
GHI,1,444444,U,-15.00<CR/LF>

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
F-46 Troubleshooting Pay Data Import

Troubleshooting Pay Data Import

You can view or print the log file after the pay data import process finishes. The log file lists
processing statistics, errors, and warnings that occurred.

Follow these steps to view the log file:

1 . Click (Report Outputs) in the ADP Enterprise HR toolbar.

The Report Outputs dialog box displays.

2 . For the Look In field, select Batch Directory.

The dialog box lists log files produced by batch processes.

3 . Select log filename epipxxxnnnnn.log, with the xxx being the pay group ID and
nnnnn being the process ID that’s up to 10 digits.

4 . Click View.

The log will be displayed.

5 . Once you determine the problem, you can fix the data by doing one of the following:

• Enter changes directly in ADP Enterprise HR.

• Update the original pay data import file and re-import it.
• Create an additional pay data import file that contains the changes and import it.

Appendix F: File Formats for Imported Pay Data

Payroll Processing Guide
Appendix G
DBA Load Technical Overview

PAGE TOPIC

G-2 Introduction
G-3 Using DBA Load
G-10 Employment Record Number Selection
G-14 Tables and Fields Processing Rules
G-16 Field Mappings and Rules
G-33 Customer Mapped Fields
G-33 Other Fields
G-34 Special Notes/Troubleshooting

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-2 Introduction

Introduction

This appendix describes the DBA Load application. The primary function of DBA Load is
to populate the ADP Enterprise HR database with data values maintained in the AutoPay
Masterfile fields. The .dba file is produced by AutoPay on the regional mainframe. This
file contains all the information for each file number in a company code. In addition, the
.dba file is based on file numbers instead of employee numbers. Therefore, an employee
may have several file numbers in one or more .dba files.

At first glance, it appears the DBA Load process consists of merely reading the .dba files,
parsing the data, and copying it into the corresponding ADP Enterprise HR database records
and fields. However, the process is considerably more complex than it appears for the
following reasons.

• The ADP Enterprise HR database contains a great deal more data than the AutoPay
Master File. There are entire concepts in ADP Enterprise HR which do not exist in
AutoPay (Employment Record Numbers, for example).

• ADP Enterprise HR and AutoPay store information in different formats, using different
keys and different business rules.
The DBA Load process is not an exact data load. Rather, it is a best fit. The DBA Load
process is based on hard-coded mapping and optional user-defined mapping of the .dba file
to the ADP Enterprise HR database tables. Therefore, it is important to understand the
process and where it may be less than optimal for your company. You will have to check the
ADP Enterprise HR database after a load and make necessary changes.
The DBA Load Process considers the .dba file to be correct and current. For all Mapped
fields (ADP Enterprise HR fields that have been mapped to corresponding AutoPay Master
File fields), the DBA Load process will overwrite any previous data stored in the .hrms field
with the data contained in the .dba file. For example, if the ADP Enterprise HR database has
an address of “1234 E. Main” and the corresponding field in the .dba file indicates an
address of “4444 N. Park,” the ADP Enterprise HR database field is changed to contain the
value “4444 N. Park.”

In the case of effective dated records, the history records will still contain the old values, but
the new effective dated record inserted by the DBA Load process is changed to contain the
new value. This concept is used by certain tables, such as the GENL_DEDUCTION table, in
which its contents are modified to reflect the contents of the .dba file. For example, if a
general deduction exists in the ADP Enterprise HR database and not in the .dba file, the
DBA Load process sets the end date on the “extra” deductions in the ADP Enterprise HR
database equal to the load date; thus, effectively stopping the deduction.

 The DBA Load process can create and/or alter data on ADP Enterprise HR to maintain a
synchronous state with AutoPay.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
 Using DBA Load G-3

Using DBA Load

AutoPay can produce a .dba file, because each company code is stored in its database. This
.dba file contains all the information for each file number in a company code for
specifications about the fields on the .dba file, contact your ADP consultant. The .dba file
is based on file numbers; it is not employee based. Therefore, each employee may have
several file number entries within a single .dba file. For example, the same employee may
have an active file number and a terminated file number. An employee may also have
several file numbers across numerous .dba files. Therefore, certain information may be
repeated multiple times for a single employee, possibly having a different value each time.
In tests of real companies there were instances of employees having different addresses, hire
dates, etc. across several file numbers.

Since the DBA Load process is a best fit, it is important to obtain as much data as possible in
order to make critical decisions. It is in your best interest to load as many pay groups as
possible in a single DBA Load step, by obtaining all the .dba files for a particular company
and loading them as a group. If this is impossible or unrealistic, you should keep groups
together which often interchange employees.

Keep all file numbers for a single employee in the same group, in order to prevent data loss.
This is necessary so data is not lost for one employee due to another employee who may
have the same file number.

 Certain Autolink utility functions, including DBA File Load (DBLoad), Direct Payroll Access
(DPA) Printback, and Rapid Pay Data Entry programs, remain as client/server Windows
programs in ADP Enterprise HR V5. Several of these programs make use of special data or
report files (for example, .dba file, management reports) downloaded from AutoPay into the
common batch/temp directory on the database or application server, or write files (such as
the .pay file) to this directory. Users of the DBLoad and DPA Printback programs will
require a network mapping from their client workstation to the batch/temp directory, with
read/write access, in order to successfully use these utility programs. While it is not
necessary for CheckMate, Rapid Pay Data Entry, and typical HR users to have access to
batch/temp, ADP highly recommends you create one or more system administrators with
full access to this directory, in case there is a need to move or copy files from batch/temp
to a local workstation for problem resolution or other purposes.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-4 Using DBA Load

Load Options
Use the Load Enterprise from DBA Files dialog box to load data from the DBA files on
Autolink to ADP Enterprise HR. You access this dialog box by choosing Load, Load DBA.

The DBA Load process reads the WRK_DBA_LOAD table and WRK_DBA_LOAD2 table
(Work Tables) once for each employee ID it retrieves, and then it populates every table for
that employee in ADP Enterprise HR. The database transactions can commence when all the
tables for that employee are populated. This allows you to load only a few employees at a
time, or to start a load from any employee file number.

 The order of the load process is by employee IDs.

To load data from dba files into ADP Enterprise HR, do the following:

1. From the Autolink DBA Load menu, select Load ~ Load DBA. The Load Enterprise
from DBA Files dialog displays.

Figure G-1. Load Enterprise From DBA Files Dialog Box

2. Enter the location of the batch\temp directory for the new employee IDs in the Please
specify the location of the BATCH\TEMP DBA file directory field.

3. Enter the Load Date.

4. In the Create employee Id from: field, select the method by which you want employee
IDs automatically generated. If you select the Auto Assign Employee ID option, the load
process uses the last assigned employee ID value from the Installation task in System
Administration as the starting employee ID for DBLoad, incrementing by one for each
additional employee ID. This method of generating employee IDs uses the employee
social security number to properly load all file numbers belonging to a single employee
ID.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
 Using DBA Load G-5

5. Select the appropriate Data Load Options for your loaded data:

 At the beginning of the DBA load process the Load Enterprise from DBA Files dialog box
displays containing a set of load options displays, as shown in Figure G-1. The
selections in the Data Options area affect the inner workings of the DBA load process
and should only be changed for specific reasons. However, you may choose an option
from the Load Options area which is appropriate for your load process.

a . Select the Validate incoming data check box to validate the incoming data against
the Translate table, where appropriate.

b. Select the Roll data forward check box to maintain the values of previous entries in
a table for fields that have not been mapped.

c. Select the Overwrite old data check box to have DBA Load overwrite the mapped
fields of existing data with data from the .dba file.

 This option is enabled only if the Roll Old Data Forward check box is selected.

d. Select the Clear work table after load to clear the work table after the load is
complete.

The DBA Load process loads the WRK_DBA_LOAD and WRK_DBA_LOAD2

tables (Work Tables). At the end of the process these tables contains the EMPLID,
Load Date, along with many other useful fields and all of the DBA Data. You can
use these table to perform additional processing or problem resolution.

6. Select the appropriate Load options for your loaded data:

a . Select the Load from database check box to reuse the data in the work table built
by a previous load. This is valid only if you did not select the Clear work table after
load check box for the previous load.

b. Select the Save after every employee check box to load employees as separate
transactions.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-6 Using DBA Load

c. Select the Partial load check box to select a range of employees from the input .dba
file. Select the check box and then click Select employees to display the DBA Partial
Load Option - Select Employees dialog box.

Figure G-2. DBA Partial Load Option—Select Employees Dialog Box

d. The listed employees are those extracted from the .dba file. The first employee that
was loaded appears at the top of the list, while the last employee loaded appears at
the bottom of the list. However, you can alter the order of the load by highlighting
the employee number in the list and then clicking on the First ID to load button or
the Last ID to Load button to move the employee number; the employee numbers
will appear in the box to the right of the buttons.

e. Click OK to return to the Load Enterprise from .dba files.

7. Click OK to begin the load process.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
 Using DBA Load G-7

Additional Load Options Details

The following is additional information about several dialog boxes and data that is relevant
to the various Load options.

Beginning of the Load Process

Once the DBA Load begins the load process, the Load DBA Progress dialog box appears.

Figure G-3. Load DBA Progress Dialog Box

Load DBA Progress dialog box displays the amount of time required to complete the load
along with the following information:

• The Employee ID that is currently being loaded.

• Shows in increments the number of loaded employees over the total number of
employees to load.

• The amount of time required to complete the load process, and updates the time
requirement after each employee is loaded.

• The progress of the load process in increments as employees are loaded.

If the Save after every employee option is selected on the Load from DBA Files dialog box,
and if you cancel the load process on the Load DBA Progress dialog box, a message dialog
box appears displaying a warning as shown in Figure G-4. You can click Yes to cancel, or
No to continue the load process.

Figure G-4. Autolink DBA Load Message Dialog Box

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-8 Using DBA Load

If you decide to cancel the DBA Load process, a log file similar to the one shown in
Figure G-5 is created. The log file contains the first and last employee for the DBA Load
that was committed. Thus, allowing you to continue to run the load process from the point
the process was stopped at a later date.

**** DBA Load Canceled ****

Database Transactions were already individually

committed:
The first committed Employee ID: 344211035
The last committed Employee ID: 344911034 committed

****
**** DBA Load Failed: 17:36:34
****

Figure G-5. Cancel DBA Load Log Message

The DBA Load options appear at the top of the log file. You can compare the options you
selected with the options used to run the load process. Also, the log file displays the Error
and Warning messages created during the DBA Load process. The prefix “****” indicates
Error and Warning messages were generated. Errors cause the DBA Load process to
terminate, while warning messages do not terminate the process but require you to resolve
the problem to avoid future errors. An example of a Warning message is a missing
Deduction Code translation.

In addition, the last DBA Load process that you performed is tracked and displayed in your
Temp:\ directory when you open the File-Open dialog box.

End of the Load Process

At the end of each Load process, the DBA Load Results dialog box appears.

Figure G-6. DBA Load Results Dialog Box

The DBA Load Results dialog box displays a message indicating that the DBA Load is
complete. Any other log entries that occurred during the Load process also appear in the
dialog box.

You may view the log file and decide to save or not to save the load to the database. You can
click Yes to save the changes, or No not to save the changes without viewing the log file.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
 Using DBA Load G-9

However, if the Save after every employee option was selected on the Load from DBA
Files dialog box, you cannot select No because each employee has been individually
committed to the database. A message appears indicating that the transactions were already
saved.

Figure G-7. Autolink DBA Load Message Dialog Box

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-10 Employment Record Number Selection

Employment Record Number Selection

The Employment Record Number (EMPL_RCD_NBR) is a record key field that is used
throughout ADP Enterprise HR, but does not exist in AutoPay. This field is used by the
ADP Enterprise HR database to differentiate among multiple jobs for a single employee.
Because this field does not exist in AutoPay, the DBA Load process has to effectively guess
at what the value should be. For companies where each employee has only one active job at
any one time, this is not difficult. However, for companies using concurrent jobs, it is far
less accurate.

The DBA Load process uses the following method to select the EMPL_RCD_NBR for
each file number in the DBA Load. To reduce repetitiveness, the Load Date selection for
Effective Dating is described as follows.

 The pay group is not considered in the EMPL_RCD_NBR selection.

1. All of the file number entries from all of the .dba files selected are loaded to the Work
Tables.

2. The file numbers are sorted by the following:

• Employee: Grouping all of the file numbers for a particular employee.

• Job Status in the following order: Active, Leave of Absence, Deceased,
Terminated

• File number descending: Higher file numbers tend to represent later entries.
3. The program processes the file numbers by assigning employee record numbers and load
dates using the following algorithm:

• If the Multi-Job flag is not set (you are not using the concurrent job feature), the
following events occur:

– All employee record numbers (EMPL_RCD_NBR) are set to zero (0).

– If the file number is the first for the employee, the load date is set equal to the seed
load date selected in the DBA Load Options dialog at the beginning of the
process. If the file number is not the first for that employee to be loaded into the
database, the load date is set equal to the load date of the previous file number
minus one day.

– If the DBA Load process finds more than one file number with a job status of
Active or Leave of Absence, a log message is generated. The file number is
loaded and the load date is set, equal to the load date of the previous file number
minus one day.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
 Employment Record Number Selection G-11

• If the Multi-Job flag is set (you are using the concurrent job feature) the following
events occur:

– If a file number is found in the Job table, it is given the EMPL_RCD_NBR

number of that entry.

– If a file number is not found in the Job table, the following occurs:
a) All Active and Leave of Absence jobs are given their own EMPL_RCD_NBR.
b) Terminated or Deceased jobs are given the EMPL_RCD_NBR equal to the
lowest EMPL_RCD_NBR in ADP Enterprise HR for that employee. If the
employee does not have any entries, the EMPL_RCD_NBR is set to zero (0).
– In all cases, the file number entry is given a load date equal to the earliest load
date assigned to that EMPL_RCD_NBR minus one day. If the EMPL_RCD_NBR
has not been assigned a load date, it is set equal to the seed load date selected in
the DBA Load Options dialog box at the beginning of the process.
Following are examples of the how the EMPL_RCD_NBR and load date display for two
employees. Example 1 is a typical single job per employee situation, while Example 2
demonstrates an employee with eight file numbers containing two of four possible job
statuses. Both examples are displayed for the Concurrent Job Off and the Concurrent Job
On. The seed load date for both examples is October 10, 2000.

Table G-1. Concurrent Job Off

EMPLID FILE_NBR JOB_STATUS EMPL_RCD_NBR Date

Example 1 10110 101010 Active 0 10/10/00
10110 100111 Term 0 10/09/00
10110 100099 Term 0 10/08/00
Example 2 123456 345633 Active 0 10/10/00
* 123456 345611 Active 0 10/09/00
* 123456 346632 LOA 0 10/08/00
*
123456 346622 LOA 0 10/07/00
123456 333133 Deceased 0 10/06/00
123456 333111 Deceased 0 10/05/00
123456 333222 Term 0 10/04/00
123456 333111 Term 0 10/03/00

* Indicates the file number entries that generate log messages.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-12 Employment Record Number Selection

Table G-2. Concurrent Job Off

EMPLID FILE_NBR JOB_STATUS EMPL_RCD_NBR Date

Example 1 10110 101010 Active 0 10/10/00
10110 100111 Term 0 10/09/00
10110 100099 Term 0 10/08/00
Example 2 123456 345633 Active 0 10/10/00
* 123456 345611 Active 0 10/09/00
* 123456 346632 LOA 0 10/08/00
*
123456 346622 LOA 0 10/07/00
123456 333133 Deceased 0 10/06/00
123456 333111 Deceased 0 10/05/00
123456 333222 Term 0 10/04/00
123456 333111 Term 0 10/03/00

* Indicates the file number entries that generate log messages.

Table G-3. Concurrent Job On

EMPLID FILE_NBR JOB_STATUS EMPL_RCD_NBR Date

Example 1 10110 101010 Active 0 10/10/00
10110 100111 Term 0 10/09/00
10110 100099 Term 0 10/08/00
Example 2 123456 345633 Active 0 10/10/00
* 123456 345611 Active 1 10/10/00
* 123456 346632 LOA 2 10/10/00
*
123456 346622 LOA 3 10/10/00
123456 333133 Deceased 0 10/09/00
123456 333111 Deceased 0 10/08/00
123456 333222 Term 0 10/07/00
123456 333111 Term 0 10/06/00

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
 Employment Record Number Selection G-13

Effective Dating
To keep historical data in ADP Enterprise HR, we must effective date the records we put
into the database. The date used as the effective date in ADP Enterprise HR is the Load Date
(derived from the algorithm previously described). By selecting the date in this manner, the
result is the historical dating of all records that are not at the top of the EMPL_RCD_NBR
chain—those file numbers are given the same EMPL_RCD_NBR.

 AutoPay does not use effective dating.

This brings up the issue of data collisions. Since the DBA Load process selects an effective
date and attempts to insert the record into the database with that effective date, there is a
possibility of a collision with an existing record containing the same date. If this occurs, the
old data will be “moved” out of the way. The effective date of the old data will be changed
by backdating it by one day, to make room for the new record to be inserted (see the
Concurrent On/Off examples 1 and 2). Unfortunately, there is not a better alternative at this
time. Because of the wide array of possible effective date entries for a record, it is
impossible to get a predictable result without updating the ADP Enterprise HR data as
described.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-14 Tables and Fields Processing Rules

Tables and Fields Processing Rules

Table G-4 contains a list of tables the DBA Load process specifically updates and the special
rules associated with processing the tables. Note that because clients have the ability to map
from many ADP Enterprise HR tables to many DBA fields, the DBA Load process may load
data into many other tables besides those listed in Table G-4.

Table G-4. Tables Used By DBA Load

Table Name Special Rules

JOB The processing of the Job table will tend to be significantly slower
than that of other tables. This is due to additional processing, such
as the selection of employee record numbers.
PERSONAL_DATA Because the Personal Data table is not effective dated, we only
want to add to/update the table with the latest (or current)
information. Since the employees’ file numbers are first sorted in
a way that brings the latest record to the front of processing, only
the first file number encountered for an employee effects the
Personal Data table.
If you want to keep track of changes to an employee’s personal
data, you can use another table called PERS_DATA_HIST. The
Personal Data History table contains all of the personal data for an
employee.
EMPLOYMENT Like the Personal Data table, the Employment table is not
effective dated. But, the Employment table’s key does include the
EMPL_RCD_NBR field. Therefore, we must insert [update] the
latest information for each EMPL_RCD_NBR chain an employee
has (for example, insert [update] once for every
EMPL_RCD_NBR the employee loads). Since the employees’
File numbers are first sorted in a way that brings the latest record
in each EMPL_RCD_NBR group to the front of processing for
that EMPL_RCD_NBR group, only the first file number
encountered for that EMPL_RCD_NBR will affect the
Employment table.
GENL_DED_CD The General Deduction Codes table is a list of all deductions a
person has had. Therefore, the DBA Load Process simply adds
every general deduction that it encounters into the table.
 To be considered a general deduction, the code must have Plan
Type of “00” and must not be marked as a lien or direct deposit.

GENL_DEDUCTION Because of the structure of the general deductions it is necessary

to End Date those deductions that are no longer part of the
employee’s deductions.
AL_5TH_ERN This table is designed to support the AutoPay interface. This is the
parent table of AL_5TH_ERN_DATA.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
 Tables and Fields Processing Rules G-15

Table G-4. Tables Used By DBA Load (cont.)

Table Name Special Rules

AL_5TH_ERN_DATA This is the child table of AL_5TH_ERN and is designed to
support the AutoPay interface.
AL_ALA_DATA This table is designed to support the AutoPay interface.
AL_DIR_DEP This table is designed to support the AutoPay interface. This is the
parent table of AL_DIR_DEP_DATA.
AL_DIR_DEP_DATA This is the child table of AL_DIR_DEP and is designed to support
the AutoPay interface.
AL_LIEN_NBR This table is designed to support the AutoPay interface. Like the
General Deduction Codes table, the Autolink Lien Number table
is a list of all of the lien numbers for an employee.
AL_LIEN_DATA This table is designed to support the AutoPay interface. Like the
General Deductions table, liens that are not current must be End
Dated.
AL_LIEN_DED_XCL This table is designed to support the AutoPay interface. Because
these deductions are linked to a lien through the Autolink Lien
Data Table, special processing to remove old (not current) Lien
Deduction Exclusions is not available.
AL_LIEN_ERN_XCL This table is designed to support the AutoPay interface. Because
these earning codes are linked to a lien through the Autolink Lien
Data table, special processing to be to remove old (not current)
earnings exclusions is not available.
AL_PAYROLL_DATA This table is designed to support the AutoPay interface.
AL_TAX_DATA This table is designed to support the AutoPay interface.
AL_W4_DATA This table is designed to support AutoPay multi-jurisdiction rules.
BEN_PROG_PARTIC The default benefit program from the Paygroup is loaded into this
table (see “Field Mappings and Rules” on page G-16).
TELEPHONE_NBR This table contains phone numbers of any type for all persons.
PERS_DATA_HIST This table contains all of the personal data for an employee.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-16 Field Mappings and Rules

Field Mappings and Rules

Table G-5 shows the ADP Enterprise HR field mappings and the special processing rule that
applies to each field (rule descriptions are discussed in “Field Mapping Rules”
on page G-25). The table only includes field maps that are done automatically by the DBA
Load process; it does not include information on fields the client has mapped.

Table G-5. ADP Enterprise HR Field Mappings And Processing Rules

ADP Enterprise HR Table ADP Enterprise HR Field DBA

Name Name Record DBA Field Name Rules
PS_PERSONAL_DATA EMPLID 1
PS_PERSONAL_DATA FIRST_NAME A Employee First 4
PS_PERSONAL_DATA MIDDLE_NAME A Employee Middle 4
PS_PERSONAL_DATA LAST_NAME A Employee Last 4
PS_PERSONAL_DATA NAME A Employee Name 4
PS_PERSONAL_DATA STREET1 A Street Address 1 5
PS_PERSONAL_DATA STREET2 A Street Address 2 5
PS_PERSONAL_DATA CITY A City 5
PS_PERSONAL_DATA STATE A State 7
PS_PERSONAL_DATA ZIP A Zip Code
PS_PERSONAL_DATA SEX A Gender
PS_PERSONAL_DATA ORIG_HIRE_DT O Date 1
PS_PERSONAL_DATA SSN A Social Security Number
PS_PERSONAL_DATA COUNTRY 6, 5
PS_PERSONAL_DATA COUNTRY_OTHER 6
PS_PERSONAL_DATA PASSPORT_COUNTRY 6
PS_PERSONAL_DATA CITIZENSHIP_CNTRY 6
PS_PERSONAL_DATA HOME_PHONE A Home Phone 37
PS_PERSONAL_DATA PER_STATUS 39
PS_EMPLOYMENT EMPLID 1
PS_EMPLOYMENT EMPL_RCD_NBR 2
PS_EMPLOYMENT HIRE_DT O Date 1
PS_EMPLOYMENT WORK_PHONE 37
PS_JOB ACTION_DT 42

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
 Field Mappings and Rules G-17

Table G-5. ADP Enterprise HR Field Mappings And Processing Rules (cont.)

ADP Enterprise HR Table ADP Enterprise HR Field DBA

Name Name Record DBA Field Name Rules
PS_JOB ACTION_REASON 43
PS_JOB ALT_LANG_CHK 41
PS_JOB EMPLID 1
PS_JOB EMPL_RCD_NBR 2
PS_JOB EFFDT 3
PS_JOB EFFSEQ 8
PS_JOB ACTION 9
PS_JOB FILE_NBR DBA Record Header
PS_JOB FILE_NBR_STATUS 10
PS_JOB EMPL_STATUS K Status 11
PS_JOB AL_EMPL_STATUS K Status 11
PS_JOB PAYGROUP DBA Record Header
PS_JOB PAYGROUP_2 K PAYGROUP_2 40
PS_JOB STD_HOURS 12
PS_JOB COMP_FREQUENCY 13
PS_JOB COMPRATE 14.1
PS_JOB ANNUAL_RT 14.2
PS_JOB HOURLY_RT 14.3
PS_JOB MONTHLY_RT 14.4
PS_JOB GROSS_CALC K Gross Calculation Code
PS_JOB HOURLY_RT_2 K Rate 2
PS_JOB HOURLY_RT_3 K Rate 3
PS_JOB RATE_1 K Rate 1
PS_JOB RATE_TYPE K Rate 1 Code
PS_JOB AL_PAY_FREQUENCY K Pay Frequency
PS_JOB AL_STD_HOURS K Standard Hours
PS_JOB EMPL_TYPE 15
PS_JOB DATA_CONTROL K Data Control 16
PS_JOB CLOCK_NBR K Clock Number 16

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-18 Field Mappings and Rules

Table G-5. ADP Enterprise HR Field Mappings And Processing Rules (cont.)

ADP Enterprise HR Table ADP Enterprise HR Field DBA

Name Name Record DBA Field Name Rules
PS_JOB HOME_DEPARTMENT K Home Department 16
PS_JOB HOME_JOBCOST_NBR K Home Job 16
PS_JOB JOBCODE 48
PS_JOB TITLE K Business Title 16
PS_JOB COMPANY 30
PS_JOB DEPTID 31
PS_JOB WORKERS_COMP_CD N Worker’s Compensation
PS_JOB FLSA_OT_IND L FLSA Overtime Flag
PS_JOB SOURCE_FILE_NBR L Source File Number for
SCET
PS_JOB EXCLD_TOT_HRS_WRK K Exclude from Total 52
Hours Worked
PS_BEN_PROG_PARTIC EMPLID 1
PS_BEN_PROG_PARTIC EMPL_RCD_NBR 2
PS_BEN_PROG_PARTIC EFFDT 3
PS_BEN_PROG_PARTIC BENEFIT_PROGRAM 17
PS_GENL_DED_CD EMPLID 1
PS_GENL_DED_CD EMPL_RCD_NBR 2
PS_GENL_DED_CD DEDCD D Standard Deduction 18
PS_GENL_DEDUCTION EMPLID 1
PS_GENL_DEDUCTION EMPL_RCD_NBR 2
PS_GENL_DEDUCTION EFFDT 3
PS_GENL_DEDUCTION DEDCD D Standard Deduction 18
PS_GENL_DEDUCTION DED_ADDL_AMT D Standard Deduction 19
PS_GENL_DEDUCTION DED_RATE_PCT D Standard Deduction 19
PS_GENL_DEDUCTION GOAL_AMT O Goal Limit X 20,21
PS_GENL_DEDUCTION GOAL_LIMIT_NBR O Goal Code Position 21
PS_GENL_DEDUCTION GOAL_START_DT O Load Date 20,21
PS_GENL_DEDUCTION DED_CALC 22
PS_AL_5TH_ERN PAYGROUP DBA Record Header

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
 Field Mappings and Rules G-19

Table G-5. ADP Enterprise HR Field Mappings And Processing Rules (cont.)

ADP Enterprise HR Table ADP Enterprise HR Field DBA

Name Name Record DBA Field Name Rules
PS_AL_5TH_ERN FILE_NBR DBA Record Header
PS_AL_5TH_ERN EFFDT 3
PS_AL_5TH_ERN_DATA PAYGROUP DBA Record Header
PS_AL_5TH_ERN_DATA FILE_NBR DBA Record Header
PS_AL_5TH_ERN_DATA EFFT 3
PS_AL_5TH_ERN_DATA ERNCD U 5th Field Code
PS_AL_5TH_ERN_DATA ERN_AMOUNT U 5t h Field Amount
PS_AL_ALA_DATA PAYGROUP DBA Record Header
PS_AL_ALA_DATA FILE_NBR DBA Record Header
PS_AL_ALA_DATA EFFDT 3
PS_AL_ALA_DATA DEPT_2 F Department Number 2
PS_AL_ALA_DATA DEPT_3 F Department Number 3
PS_AL_ALA_DATA DEPT_4 F Department Number 4
PS_AL_ALA_DATA DEPT_5 F Department Number 5
PS_AL_ALA_DATA DEPT_6 F Department Number 6
PS_AL_ALA_DATA DEPT_7 F Department Number 7
PS_AL_ALA_DATA DEPT_8 F Department Number 8
PS_AL_ALA_DATA DEPT_2_PCT F Department Percent 2
PS_AL_ALA_DATA DEPT_3_PCT F Department Percent 3
PS_AL_ALA_DATA DEPT_4_PCT F Department Percent 4
PS_AL_ALA_DATA DEPT_5_PCT F Department Percent 5
PS_AL_ALA_DATA DEPT_6_PCT F Department Percent 6
PS_AL_ALA_DATA DEPT_7_PCT F Department Percent 7
PS_AL_ALA_DATA DEPT_8_PCT F Department Percent 8
PS_AL_ALA_DATA JOBCOST_NBR_2 G Job Number 2
PS_AL_ALA_DATA JOBCOST_NBR_3 G Job Number 3
PS_AL_ALA_DATA JOBCOST_NBR_4 G Job Number 4
PS_AL_ALA_DATA JOBCOST_NBR_5 G Job Number 5
PS_AL_ALA_DATA JOBCOST_NBR_6 G Job Number 6

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-20 Field Mappings and Rules

Table G-5. ADP Enterprise HR Field Mappings And Processing Rules (cont.)

ADP Enterprise HR Table ADP Enterprise HR Field DBA

Name Name Record DBA Field Name Rules
PS_AL_ALA_DATA JOBCOST_NBR_7 G Job Number 7
PS_AL_ALA_DATA JOBCOST_NBR_8 G Job Number 8
PS_AL_ALA_DATA JOBCOST_NBR_2_PCT G Job Percent 2
PS_AL_ALA_DATA JOBCOST_NBR_3_PCT G Job Percent 3
PS_AL_ALA_DATA JOBCOST_NBR_4_PCT G Job Percent 4
PS_AL_ALA_DATA JOBCOST_NBR_5_PCT G Job Percent 5
PS_AL_ALA_DATA JOBCOST_NBR_6_PCT G Job Percent 6
PS_AL_ALA_DATA JOBCOST_NBR_7_PCT G Job Percent 7
PS_AL_ALA_DATA JOBCOST_NBR_8_PCT G Job Percent 8
PS_AL_DIR_DEP PAYGROUP DBA Record Header
PS_AL_DIR_DEP FILE_NBR DBA Record Header
PS_AL_DIR_DEP EFFDT 3
PS_AL_DIR_DEP_DATA PAYGROUP M DBA Record Header
PS_AL_DIR_DEP_DATA FILE_NBR M DBA Record Header
PS_AL_DIR_DEP_DATA EFFDT M 3
PS_AL_DIR_DEP_DATA DEDCD M Bank Deposit Code 18
PS_AL_DIR_DEP_DATA TRANSIT_NBR M Bank Transit/ABA
Number
PS_AL_DIR_DEP_DATA ACCOUNT_NBR M Bank Account
PS_AL_LIEN_NBR PAYGROUP DBA Record Header
PS_AL_LIEN_DATA CALC_CODE Q Percentage Basis
Indicator
PS_AL_LIEN_DATA CLIENT_OVERRIDE Q Client Override
PS_AL_LIEN_DATA PAYEE_CD Q Payee Code
PS_AL_LIEN_DATA ADDL_STD_DEDS Q Additional Standard
Deductions
PS_AL_LIEN_NBR FILE_NBR
PS_AL_LIEN_NBR LIEN_NBR Q Lien Number
PS_AL_LIEN_DATA PAYGROUP DBA Record Header
PS_AL_LIEN_DATA FILE_NBR DBA Record Header
PS_AL_LIEN_DATA FIPS_CD Q FIPS Code

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
 Field Mappings and Rules G-21

Table G-5. ADP Enterprise HR Field Mappings And Processing Rules (cont.)

ADP Enterprise HR Table ADP Enterprise HR Field DBA

Name Name Record DBA Field Name Rules
PS_AL_LIEN_DATA LIEN_NBR Q Lien Number
PS_AL_LIEN_DATA EFFDT 3
PS_AL_LIEN_DATA LIEN_TYPE Q Lien Type
PS_AL_LIEN_DATA LIEN_SUB_TYPE Q Deduction Type
Indicator
PS_AL_LIEN_DATA LIEN_STATUS Q Lien Status
PS_AL_LIEN_DATA PLAN_TYPE Q Deduction Code 18
PS_AL_LIEN_DATA DEDCD Q Deduction Code 18
PS_AL_LIEN_DATA DED_CLASS Q Deduction Code 18
PS_AL_LIEN_DATA CASE_NBR Q Lien ID/Case Number
PS_AL_LIEN_DATA START_DT Q Start Date
PS_AL_LIEN_DATA END_DT Q End Date
PS_AL_LIEN_DAT LIEN_EXEMPTIONS Q Number Exemptions
PS_AL_LIEN_DATA LIEN_MAR_STATUS Q Marital Status
PS_AL_LIEN_DATA ST_SERVICE_CHARGE Q State Service Charge
PS_AL_LIEN_DATA LIEN_AMT D Standard Deduction 19
PS_AL_LIEN_DATA LIEN_PCT D Standard Deduction 19
PS_AL_LIEN_DATA STATE Q State Abbreviation Code
PS_AL_LIEN_DATA DEP_MED_INSURANCE Q Dependent Medical Ins
PS_AL_LIEN_DATA MULTI_SUPPORT Q Multiple Family Support
PS_AL_LIEN_DATA WKS_12_ARREARS Q 12 Wk. Arrears Indicator
PS_AL_LIEN_DATA GOAL_AMT O Goal Limit X 20,21
PS_AL_LIEN_DATA GOAL_LIMIT_NBR O Goal Code X 21
PS_AL_LIEN_DATA GOAL_START_DT O Load Date 20,21
PS_AL_LIEN_DED_XCL PAYGROUP DBA Record Header
PS_AL_LIEN_DED_XCL FILE_NBR DBA Record Header
PS_AL_LIEN_DED_XCL LIEN_NBR Q Lien Number
PS_AL_LIEN_DED_XCL EFFDT 3
PS_AL_LIEN_DED_XCL PLAN_TYPE Q Exclude Deduction X 18
PS_AL_LIEN_DED_XCL DED_CLASS Q Exclude Deduction X 18

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-22 Field Mappings and Rules

Table G-5. ADP Enterprise HR Field Mappings And Processing Rules (cont.)

ADP Enterprise HR Table ADP Enterprise HR Field DBA

Name Name Record DBA Field Name Rules
PS_AL_LIEN_DED_XCL DEDCD Q Exclude Deduction X 18
PS_AL_LIEN_DED_XCL ROW_NBR 23
PS_AL_LIEN_ERN_XCL PAYGROUP DBA Record Header
PS_AL_LIEN_ERN_XCL FILE_NBR DBA Record Header
PS_AL_LIEN_ERN_XCL LIEN_NBR Q Lien Number
PS_AL_LIEN_ERN_XCL EFFDT 3
PS_AL_LIEN_ERN_XCL ERNCD Q Exclude Hours/Earnings 18
PS_AL_LIEN_ERN_XCL ROW_NBR 23
PS_AL_PAYROLL_DATA PAYGROUP DBA Record Header
PS_AL_PAYROLL_DATA FILE_NBR DBA Record Header
PS_AL_PAYROLL_DATA EFFDT 3
PS_AL_PAYROLL_DATA TIP_FACTOR K Tip Factor
PS_AL_PAYROLL_DATA MEAL_FACTOR K Meal Factor
PS_AL_PAYROLL_DATA GARNISHMENT_TYPE K Garnish Code 31
PS_AL_PAYROLL_DATA PENSION_BASIS K Pension Type
PS_AL_PAYROLL_DATA PENSION_CALC_PCT K Pension %
PS_AL_PAYROLL_DATA GARNISHMENT_PCT D Standard Deduction
Code
PS_AL_PAYROLL_DATA GOAL_AMT O Goal Limit X 20,21
PS_AL_PAYROLL_DATA GOAL_LIMIT_NBR O Goal Code X 21
PS_AL_PAYROLL_DATA GOAL_START_DT O Load Date 20,21
PS_AL_TAX_DATA PAYGROUP DBA Record Header
PS_AL_TAX_DATA FILE_NBR DBA Record Header
PS_AL_TAX_DATA EFFDT 3
PS_AL_TAX_DATA FEDERAL_MAR_STATU L Marital Status
PS_AL_TAX_DATA FED_ALLOWANCES L Federal Exemptions
PS_AL_TAX_DATA FEDERAL_TAX_BLOCK L Federal Tax Block
PS_AL_TAX_DATA HOUSEHOLD_EMPLOYEE L Household Employee 45
Indicator
PS_AL_TAX_DATA SCHDIST_TAX_BLOCK L Block Ohio School

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
 Field Mappings and Rules G-23

Table G-5. ADP Enterprise HR Field Mappings And Processing Rules (cont.)

ADP Enterprise HR Table ADP Enterprise HR Field DBA

Name Name Record DBA Field Name Rules
PS_AL_TAX_DATA SUISDI_TAX_BLOCK L SUI/SDI (UIC) Tax
Block
PS_AL_TAX_DATA SSMED_TAX_BLOCK L FICA Tax Block
PS_AL_TAX_DATA FEDERAL_ADDL_AMT L Extra Federal Tax 25
PS_AL_TAX_DATA FEDERAL_ADDL_PCT L Extra Federal Tax 25
PS_AL_TAX_DATA EIC_STATUS L EIC Code Even/Odd 28
PS_AL_TAX_DATA EIC_YEAR L EIC Code Even/Odd 28
PS_AL_TAX_DATA FED_TAX_OVERRIDE L Deduct FWT on Taxable 29
PS_AL_TAX_DATA QUALIFIED_PENSION K Qualified Pension
PS_AL_TAX_DATA STATE_TAX_CD L State 1 (Province 1) Tax
PS_AL_TAX_DATA STATE2_TAX_CD L State 2 (Province 2) Tax
PS_AL_TAX_DATA LOCAL_TAX_CD L City 1 Code
PS_AL_TAX_DATA LOCAL2_TAX_CD L City 2 Code
PS_AL_TAX_DATA SCHOOL_DISTRICT L Ohio School District
PS_AL_TAX_DATA STATE_RECIP L State Reciprocity
PS_AL_TAX_DATA SUI_TAX_CD L SUI/SDI (UIC) Code
PS_AL_TAX_DATA AL_STATUTORY_EE K Statutory Employee
PS_AL_TAX_DATA EE_SSN_FEIN_1099M K 1099-Misc EE SSN is
PS_AL_TAX_DATA DIST_CD1_1099R K 1099-R Distribution
Code
PS_AL_TAX_DATA DIST_CD2_1099R K 1099-R Distribution
Code
PS_AL_TAX_DATA TOT_DIST_1099R K 1099-R Total
Distribution
PS_AL_TAX_DATA IRA_SEP_IND_1099R K 1099-R IRA/SEP
PS_AL_TAX_DATA DEF_COMP_BLOCK K Block Qual. Pens for
PS_AL_TAX_DATA W2_ISSUED_TERM_EE K W2 Issued for Term.
PS_AL_W4_DATA PAYGROUP DBA Record Header
PS_AL_W4_DATA FILE_NBR DBA Record Header
PS_AL_W4_DATA STATE_TAX_CD R State Code

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Payroll Processing Guide
G-24 Field Mappings and Rules

Table G-5. ADP Enterprise HR Field Mappings And Processing Rules (cont.)

ADP Enterprise HR Table ADP Enterprise HR Field DBA

Name Name Record DBA Field Name Rules
PS_AL_W4_DATA LOCAL_TAX_CD R AutoPay City/Local
Code
PS_AL_W4_DATA EFFDT 3
PS_AL_W4_DATA TAX_BLOCK R Tax Status Code
PS_AL_W4_DATA MARITAL_STATUS R Tax Marital Status
PS_AL_W4_DATA EXEMPTIONS R Number of Exemptions
PS_AL_W4_DATA EXEMPT_DOLLARS R Tax Exemption Dollar
PS_AL_W4_DATA ADDL_TAX_AMT R Tax Modification
Amount
PS_AL_W4_DATA ADDL_TAX_PCT R Tax Modification
Percent
PS_AL_W4_DATA NONRES_PCT R Taxable Allocation
PS_AL_W4_DATA LOCAL_TAX_PCT R Additional Tax Percent
PS_AL_W4_DATA STATE_REDUCED_AMT R Tax Modification
Amount
PS_AL_W4_DATA OR_HLTH_CVG K/R State Insurance Code 51
PS_AL_W4_DATA WORKER_COMP_BLK K Exempt W Comp 46
PS_AL_W4_DATA FAM_OWNED_BUSINESS Family Owned Business 47
PS_AL_W4_DATA SEASONAL_EE K/R Seasonal Employee Flag 49
PS_AL_W4_DATA CORP_OFFICER K/R Corporate Officer 50
PS_AL_W4_DATA PR_ALLOWANCE R Bypass Puerto Rico
PS_AL_W4_DATA STATE_WH_TABLE R Withholding Rate Table
PS_TELEPHONE_NBR EMPLID 1
PS_TELEPHONE_NBR PHONE_TYPE A Phone Type 37
(Home/Work)
PS_TELEPHONE_NBR PHONE A Phone Number 37
PS_PERS_DATA_HIST EMPLID 1
PS_PERS_DATA_HIST CHANGE_DT 38
PS_PERS_DATA_HIST CHANGE_SEQ 38

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 Field Mappings and Rules G-25

Field Mapping Rules

Following are the Field Mapping Rules listed by the numerical value assigned to each rule.
These numerical values correspond to the number in the Rule’s column as shown in
Table G-5 on page G-16.

1. The EMPLID is set to the contents of a DBAfield based on the user selection in the DBA
Load Options Dialog box, Table G-6.

 The Social Security Number field is the only option that will be guaranteed to be filled in.

Table G-6. DBA Field Options

Selection DBA Record DBA Field

Social Security Number A SSN
Special Account Code 2 K Special Account 2
Custom Area 1 N Custom Area 1
Custom Area 2 N Custom Area 2
Custom Area 3 N Custom Area 3
Custom Area 4 N Custom Area 4

2. See the “Employment Record Number Selection” section of this document.

3. See the “Effective Dating” section of this document.

4. The HRMS FIRST NAME field is created by the DBA First Name field. The HRMS
LAST NAME field is created by the DBA Last Name field.

If the EMPLOYEE-FIRST-NAME in the A record contains more than one word, the first
word will be used as FIRST-NAME and the rest will be used as MIDDLE-NAME.

The EMPLOYEE-LAST-NAME in the A record contains the last name in uppercase

characters. Before the LAST-NAME field is populated, the first character is converted to
uppercase and the rest of the characters are converted to lowercase. In addition, the
following modifications occur in special cases:

a . If the DBA Last Name field starts with Mc or O and its length is greater than two,
the third character is converted to an uppercase character. For example, “HARRY”
“MCBRIDE” becomes “McBride, Harry” and “ADRIENNE” “O’DONNELL”
becomes “O’Donnell, Adrienne.”

b. If the DBA Last Name field starts with St., change the first character that follows to
an uppercase character. For example, “REGINALD” “ST.JOHN” becomes “St.John,
Reginald.”

c. If the last name starts with Ii, Iii, Iv through Ix, make sure the case is converted to
uppercase such as II, III, IV...IX.

If a name string is composed of the DBA Last Name, DBA First Name, the NAME
field is populated.

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G-26 Field Mappings and Rules

5. The street address and city fields are title cased. (For example, “1010 Jones Bridge
Road”).

 If an address is foreign, the DBA file will have both the City and the Country code or
Country name separated by a comma in the City field. The portion of the City field before
the comma is the City and the portion following the comma is the Country. The contents
of the City field should be loaded into 2 fields on the PS_PERSONAL_DATA: the CITY
field and the COUNTRY field.

Overseas military addresses are the exception to this rule. Military addresses can
include a comma but the field after the comma is not the COUNTRY. The contents of the
CITY field is loaded into the single field on PS_PERSONAL_DATA in the CITY field.
Military addresses are identified as having one of the following values in the CITY field.

APO APO AA
APO AE APO AP
FPO FPO AA
FPO AE FPO AP
APO-AA APO-AE
APO-AP FPO-AE
FPO-AP FPO-AA

6. The default value for the COUNTRY, COUNTRY_OTHER,

PASSPORT_COUNTRY and CITIZENSHIP_CNTRY fields in personal data are
defaulted from the country field in the Installation table.

7. If an address is foreign, the DBA file will have a value of XX in the State field. The XX
is not loaded into the STATE field on PS_PERSONAL_DATA.

8. The EFFETSEQ is always set to 0 (zero).

9. The ACTION field in the Job table is always set to “DBL.” This indicates that this data
has been inserted into the Job table as part of the DBA Load process.

10. The FILE_NBR_STATUS field is always set to “A”. The .dba files only contain Active
file numbers.

11. EMPL_STATUS and AL_EMPL_STATUS are both updated from K.STATUS when the
employee record is new. When rolling forward old data, AL_EMPL_STATUS only is
updated with the K.STATUS value; EMPL_STATUS remains unchanged, retaining its
original value.

12. The STD_HOURS field in the Job table is defaulted to the value contained in the
STD_HOURS_DEFAULT field in the Installation table.

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 Field Mappings and Rules G-27

1 3. The COMP_FREQUENCY value is determined by using the following formula:

• If RATE_TYPE = 1,
COMP_FREQUENCY = H

• However,
If PAY_FREQUENCY = 1
COMP_FREQUENCY = W

If PAY_FREQUENCY = 2
COMP_FREQUENCY = B

If PAY_FREQUENCY = 3
COMP_FREQUENCY = S

If PAY_FREQUENCY = 4
COMP_FREQUENCY = M

• Otherwise, COMP_FREQUENCY = M
14. The compensation rates stored in the Job table are calculated using the following
formulas:

• 13.1 COMPRATE
If AL_PAY_FREQUENCY = 5
COMPRATE = (RATE_1 * 13) / 12

If AL_PAY_FREQUENCY = 6
COMPRATE = RATE_1 * 365/12

If AL_PAY_FREQUENCY = 7
COMPRATE = (RATE_1 * 10) / 12

If AL_PAY_FREQUENCY = 8
COMPRATE = (RATE_1 * 20) / 12

Otherwise
COMPRATE = RATE_1

• 13.2 - ANNUAL_RT
If COMP_FREQUENCY = H
ANNUAL_RT = COMPRATE * 2080

If COMP_FREQUENCY = W
ANNUAL_RT = COMPRATE * 52

If COMP_FREQUENCY = B
ANNUAL_RT = COMPRATE * 26

If COMP_FREQUENCY = S
ANNUAL_RT = COMPRATE * 24

Appendix G: DBA Load Technical Overview

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G-28 Field Mappings and Rules

If COMP_FREQUENCY = M
ANNUAL_RT = COMPRATE * 12

• 13.3 - HOURLY_RT
HOURLY_RT = ANNUAL_RT / 2080

• 13.4 - MONTHLY_RT
MONTHLY-RT=ANNUAL_RT/12

15. The EMPL_TYPE is set to "H" if the RATE_1 code is "1", "S" if the RATE_1 code is "4"
and "D" if the RATE_1 code is "5".

16. While setting up a Pay Group, you choose if you want ADP Enterprise HR to perform
the mapping of these fields for you, or if you want to map these fields yourself. If you
choose to let the system map these fields for you, the mappings in
Table G-5 on page G-16 indicate the mapping that was performed by the DBA Load
process. If you choose to map these fields yourself, the DBA Load process relies on the
entries in the Autolink mapper (AL_MAPPER) table to decide if and where these fields
are mapped.

17. To properly display the deduction information in ADP Enterprise HR, each employee
must have a benefits program. But because the benefits program is not part of the
information contained in the .dba files, we must guess at an appropriate benefits
program for the employee. Therefore, the DBA Load process uses the Default Benefits
Program for the employees Pay Group (contained in the DFLT_BEN_PROGRAM field
of the Paygroup table) as that employee’s Benefits program. If the employee already has
a benefits program set up for them, the DBA Load process will not change this value.

18. The DBA Load process uses the AL_XLAT_PG_DED table to translate the an AutoPay
deduction code into a HRMS Deduction Code, Deduction Class and Plan Type. These
translated values are used in General Deductions, Direct Deposit Deductions, Old
Garnishment and Liens. If deduction code has a numeric value from 81 through 96, then
the value in the amount field indicates a percent, otherwise the value is a dollar amount.
Deduction codes that indicate amounts are translated using the AL_DEDCD field of the
AL_XLAT_PG_DED table, while percents are translated using the PCT_AL_DEDCD
field.

19. The value in the deduction amount field of the DBA ‘D’ record is placed in the HRMS
amount or percent fields based on the value of the DBA deduction code (see rule 17 for
more details).

20. When the DBA Load processes the .dba file, the goal limit amount and goal code are
retrieved from the ‘O’ record. The goal start date is set to the load date. If you selected
not to override the old data and the employee has an existing deduction in the
GENL_DEDUCTION table (or an existing lien on the AL_LIEN_DATA table), the
appropriate data will load.

DBA Load uses the goal amount value associated with the deduction code. For the old
garnishment method, the goal limit is translated only if the Garnish Code from the DBA
‘K’ Record is X. If the Garnish Code is F or G, the DBA Load process looks for a Goal
Limit Code of G and writes the goal limit amount value to the GOAL_AMT field of the
PAYROLL_DATA table.

Appendix G: DBA Load Technical Overview

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 Field Mappings and Rules G-29

To populate the Goal Start Date, Goal Limit Number, and Goal Amount in the
AL_PAYROLL_DATA, GENL_DEDUCTION, and AL_LIEN_DATA tables, the DBA
Load process does the following:

a . For each Deduction Code found in the ‘D’ and ‘Q’ records, searches the ‘O’ record
for the matching goal amount. If there is amatch, the use the goal code and goal limit
found on the ‘O’ record to populate the GOAL_LIMIT_NBR and GOAL_AMT
fields. Use the load date as the GOAL_START_DT.

b. If the goal code on the ‘O’ record does not have a matching deduction code in the
‘D’ or ‘Q’ record, the DBA Load process generates a log message similar to the
following:

Could not find a matching DEDUCTION-CODE from D or Q record for

the Goal Code ‘xxx’
21. The GOAL_LIMIT_NBR is derived from the location of the goal limit where the DBA
deduction code is found in the list of Goal Limit Codes. For example, if the DBA
deduction code was found in the “Goal Code 6” field, the GOAL_LIMIT_NBR would be
set to 6.

22. The DED_CALC field is set to “A” if the DBA deduction was an amount and “G” if the
deduction was a percent. If the ADP Enterprise HR deduction code was in the DBA as
both an amount and a percent, the value of the DED_CALC field is determined by the
order processed and therefore not predictable without looking at the .dba file.

23. The ROW_NBR generated for the Lien Earn and Deduction exclusions is created from
the exclusion number. For example for “Excluded Deduction Code 8” the ROW_NBR
field is set to 8.

24. The AutoPay Earnings Code is translated into the equivalent HRMS Earnings Code using
the AL_XLAT_PG_ERNS table.

25. If the Extra Federal Tax Type fields in the DBA ‘L’ record is equal to “P”, the value in
the DBA “Extra Federal Tax” field is viewed as a percent. Otherwise, the value in the
DBA “Extra Federal Tax” field is viewed as a dollar amount.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-30 Field Mappings and Rules

2 6. If the Extra State Tax Type fields in the DBA ‘L’ record is equal to “R”, the value in the
DBA “Extra State Tax” field is viewed as a reduction and placed in the
STATE_REDUCED_AMT field. If the Extra State Tax Type fields in the DBA ‘L’
record is equal to “P”, the value in the DBA “Extra State Tax” field is viewed as a
percent and placed in the STATE_ADDL_PCT field. Otherwise, the value in the DBA
“Extra State Tax” field is viewed as a dollar amount and placed in the
STATE_ADDL_AMT field.

27. If the Extra City Tax Type fields in the DBA ‘L’ record is equal to “P”, the value in the
DBA “Extra City Tax” field is viewed as a percent. Otherwise, the value in the DBA
“Extra City Tax” field is viewed as a dollar amount.

28. The EIC Code and Year are set using the following algorithms:

• If Year of the Load Date is an Odd year (for example, 97)

If “EIC Code Odd Year” field in the DBA ‘L’ record is not blank
EIC_YEAR = Load Year Date

If “EIC Code Even Year” field in the DBA ‘L’ record is not blank
EIC_YEAR = Load Date + 1

• If Year of the Load Date is an Even year (for example, 98)

If “EIC Code Even Year” field in the DBA ‘L’ record is not blank
EIC_YEAR = Load Date year

If “EIC Code Odd Year” field in the DBA ‘L’ record is not blank
EIC_YEAR = Load Date + 1

• If AutoPay “EIC Code” = M or S

EIC_STATUS = APII EIC CODE

• If AutoPay “EIC Code” = E

EIC_STATUS = S

• If AutoPay “EIC Code” = B

EIC_STATUS = M

29. If the “Deduct FWT on Taxable Fringe” field in the DBA ‘L’ record is blank, the
TAX_DATA.FEDL_TAX_OVERRIDE field is set to “N”. If the “Deduct FWT on
Taxable Fringe” field in the DBA ‘L’ record is equal to “X”, the
TAX_DATA.FEDL_TAX_OVERRIDE is set to “Y”.

30. The COMPANY code is set todefault company (contained in the PAYGROUP_TBL) for
the Pay Group with which the file number entry is associated.

31. While setting up a Pay Group, you choose whether or not you want to use mapping for
the DEPTID field. Mapping Home Department from the .dba file to DEPTID is a
common mapping for this field. If you choose to map this field, the DBA Load process
relies on the entry in the Autolink mapper (AL_MAPPER) table to decide how this field
is mapped. Instead of mapping, you could choose to setup a default value in Record
Editor for all employees. If mapping is not setup and a default value is not setup, and
DEPTID does not have a previous value (from existing data), the DEPTID field is set to
"UNKNOWN."

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 Field Mappings and Rules G-31

32. If there is a value in the DEDCD field of the PAYGROUP_TBL table, then the old
garnishment method is being used and the following logic is applied to old garnishment
deduction codes:

If the K.Garnish Code is X, F, or G:

• Look at the DEDCD field of the Paygroup table to get the DEDCD to match in the D
Record of the .dba File

• Get the deduction amount from the D Record and place into the
GARNISHMENT_PCT field of the PAYROLL_DATA table

• Place the K.Garnish Code into the GARNISHMENT_TYPE field of the

PAYROLL_DATA table
Once it is determined that the old garnishment method is being used, the DBA Load
process excludes the old garnishment deduction code as a general deduction when
processing the general deduction codes.

33. Same as the State Insurance Code in the DBA ‘R’ Record for the employee’s current tax
data. Since the values should be the same, the data is only loaded from one of the records
and that is the R Record.

34. Same as the Seasonal Employee in the DBA ‘R’ Record for the employee’s current tax
data. Since the values should be the same, the data is only loaded from one of the records
and that is the R Record.

35. Same as the Seasonal Employee in the DBA ‘R’ Record for the employee’s current tax
data. Since the values should be the same, the data is only loaded from one of the records
and that is the R Record

36. Same as the Corporate Officer in the DBA ‘R’ Record for the employee’s current tax
data. Since the values should be the same, the data is only loaded from one of the records
and that is the R Record.

37. For the Home Phone, when the DBA Load processes the .dba file, the
HOME-PHONE-NUMBER and HOME-PHONE-AREA-CODE in the ‘A’ record is
used to populate the Home Phone in both the PERSONAL_DATA table and the
TELEPHONE_NBR table.

The work phone number in the EMPLOYMENT table does not have a pre-defined
mapping in the .dba file. Unless the user sets up a mapping for the WORK-PHONE
field through the EMPLOYMENT table during the Autolink Setup process, the field will
be blank. If a mappable field is set up for the WORK_PHONE field of the
EMPLOYMENT table, the DB Load process will find the data from the .dba file and
populate the Work Phone in the EMPLOYMENT table and in the TELEPHONE_NBR
table.

38. When populating the PERSONAL_DATA table, the DBA Load process will compare the
newly loaded data with the existing personal data. If the data is different, the process will
also populate the PERS_DATA_HIST table with a load date and change sequence.

39. PER_STATUS is always set to ‘E’ (employee).

Appendix G: DBA Load Technical Overview

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G-32 Field Mappings and Rules

40. If the DBA field name PAYGROUP-2 contains the values ‘X’ or ‘2’ (a second pay group
exists), then the ADP Enterprise HR field name PAYGROUP_2 is set to ‘Y.’ Otherwise,
PAYGROUP_2 is set to ‘N.’

41. ALT_LANG_CHK defaults to value ‘N.’

42. ACTION_DT is always set to the current date.

43. ACTION_REASON is always set to “” (empty string).

44. If the DBA field name CLIENT-OVERRIDE is blank, then set the default value for
CLIENT_OVERRIDE to ‘N.’

45. If the DBA field name HOUSEHOLD EMPLOYEE INDICATOR contains the value
'H' then the ADP Enterprise HR field name HOUSEHOLD_EMPLOYEE is set to 'Y'.
Otherwise, HOUSEHOLD_EMPLOYEE is set to 'N'.

46. If the DBA field name EXEMPT-W-COMP contains the value ‘Y,’ then the ADP
Enterprise HR field name OR_WORKER_COMP_BLK is set to ‘E.’

47. FAM_OWNED_BUSINESS is set to the default value ‘N.’

48. If the JOBCODE does not have a default value and it does not have a previous value
(from existing data), then the JOBCODE field is set to ‘UNKNOWN.’

49. If processing for the AL_W4_DATA table is done from the 'L' record for primary tax
codes, then the SEASONAL_EE field is populated from the DBA 'K' record. If
processing for the AL_W4_DATA table is done from the 'R' record for secondary tax
codes (multi-jurisdiction), then the SEASONAL_EE field is populated from the DBA
'R' record.

50. If processing for the AL_W4_DATA table is done from the 'L' record for primary tax
codes, then the CORP_OFFICER field is populated from the DBA 'K' record. If
processing for the AL_W4_DATA table is done from the 'R' record for secondary tax
codes (multi-jurisdiction), then the CORP_OFFICER field is populated from the DBA
'R' record.

51. If processing for the AL_W4_DATA table is done from the 'L' record for primary tax
codes, then the OR_HLTH_CVG field is populated from the DBA 'K' record. If
processing for the AL_W4_DATA table is done from the 'R' record for secondary tax
codes (multi-jurisdiction), then the OR_HLTH_CVG field is populated from the DBA
'R' record.

52. If the “Exclude from Total Hours Worked” field in the DBA ‘K’ record is blank, the
JOB.EXCLD_TOT_HRS_WRK field is set to “N”.

Appendix G: DBA Load Technical Overview

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 Customer Mapped Fields G-33

Customer Mapped Fields

Customer mapped fields are those fields where you have gone into the ADP Enterprise HR
mapping facility and mapped an AutoPay field to a HRMS field. The DBA Load process
uses these mappings to move data from the .dba file to Enterprise HR. The customer
mappings are performed in addition to those listed in Table G-5 on page G-16.

 If you map to an ADP Enterprise HR field more than once, including the mappings listed in
Table G-5 on page G-16, the final value of the field is not predictable.

Other Fields

Fields that are not customer- or field-mapped are set to their default value. If the field has a
hard-coded default (such as “DOWNTOWN” or “5.5”) it is set to that value. When a client
specifies a date field default of “%date” the Load Date for that file number is inserted (this
will be the same as the effective date for that record). The DBA Load process does not
attempt to load a default value based on another table (such as PERSONAL_DATA.E_
MAIL). Unlike the Panel Processor, the DBA Load process does not have the additional
runtime information necessary to resolve the correct table-based default.

If a default is not specified for a field, the following rules apply:

• Character field - A single blank is inserted into the database. The database does not
accept null values in character fields.

• Numeric field - The value of zero (0.0 for real, 0 for integer) is inserted in the database.
The database does not accept null values in numeric fields.

• Date field - Unless the field is marked as required, a null date is inserted in the database.
If the field is marked as required, the date 01/01/1900 is entered in the database.

• Binary fields - Leave this field blank.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-34 Special Notes/Troubleshooting

Special Notes/Troubleshooting

Following are special notes concerning log messages, editing .dba files, and
troubleshooting tips.

Log Messages
The DBA Load process attempts to provide the client with all information necessary to find
any problem (even to decide if a problem exists). A log file records all problems and any
possible problem. Along with text containing a description of the problem, the second line
of the log message contains the Employee ID, File Number, Pay Group, and Employee’s
Name of the file number entry where the problem was encountered. This additional
information is logged whenever it is available.

The DBA Load Log can be viewed or printed using the View Log utility available in DBA
Load.

Editing DBA Files

ADP recommends that you do not edit .dba files.
Do not edit a .dba file unless you have a very compelling reason to do so, as well as a
thorough understanding of the .dba file layout.

Although the .dba file appears like a simple text file, it should be viewed as a data file. Data
position and white space (blanks) play a significant role in the interpretation of the .dba
file. With this in mind, the following is a list of a few things to consider when editing a .dba
file:

• Do not remove trailing spaces. Some editors automatically remove trailing spaces. This
will cause the DBA Load process to fail. Blanks are valid values in the .dba file.

• Always keep an entire set of records for a file number. You cannot remove some records
for file number 123456 and leave others.

• If you remove records or file numbers, you must always modify the T record. This record
is a check record and indicates the number of file records and records in the .dba file. It
is the last record in the DBA and has the following format: “T” followed by the three
character pay group, followed by a six-digit number representing the file number count,
following by a six-digit number representing the record count. For example, a .dba file
for pay group ABC containing 2,134 file numbers and 10,456 records would have the
following T record:”TABC002134010456”. Be careful to adjust both the file number
count and record count when removing entire file numbers.

Appendix G: DBA Load Technical Overview

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 Special Notes/Troubleshooting G-35

• The fields in the DBA record are in very specific formats. These formats cannot be
derived by simply looking at the file. Therefore, to change the values of any fields in the
dba file, the format, size, and restrictions of the fields being edited must be known.
Attempting to guess at the field layout will simply cause a loss of time.

• When adding values to a blank field, it is easy to push the other fields over (especially if
they are off the screen). Remember to type over (not insert) when changing data.

Troubleshooting
Following is a list of troubleshooting tips:

• The DBA Load process only supports the US format.

• Remember that the Benefit program was simply guessed at by DBA Load and may need
to be changed in order to have the deductions calculated properly.

• If more than one DBA field is mapped to a single ADP Enterprise HR field, there is no
way to predict the final value.

• If you are running with concurrent jobs, the employee record numbers should be double
checked.

• The DBA Load process does not terminate old active jobs if they do not show up in a
load (we cannot determine if that job has simply not been loaded yet0. Therefore, when
loading populated databases, take care to make sure that the employees do not have old
active jobs.

• To see the data that has been inserted into the database, the Department ID
(JOB.DEPTID) must have a default value. This value must then be set up using the user
security portion of the product.

• The COMPANY field is necessary to run a payroll, but is not mapped to any DBA field.
To avoid having to update all of the records later, you should either set up a default for
the COMPANY field or map it to a populated DBA field.

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
G-36 Special Notes/Troubleshooting

Appendix G: DBA Load Technical Overview

Payroll Processing Guide
Appendix H
Importing Pay Data in Fixed Length
Format

PAGE TOPIC

H-4 File Specifications

H-17 Error Messages
H-24 External Paydata Input (EPIP) File Layout Examples
H-30 Example 2
H-33 Example 3
H-36 Example 4
H-38 Example 5
H-40 Example 6
H-42 Example 7
H-45 Example 8
H-48 Example 9
H-50 Example 10
H-53 Example 11

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-2 Introduction

Introduction

This appendix describes the specifications that your External Paydata Input files must
conform to certain criteria to successfully update your pay period information. External
Paydata Interface Program (EPIP) is a batch process which retrieves pay data from a file and
imports it into the ADP Enterprise HR Database. You may want to use EPIP to interface pay
data obtained from an external source (for example, a Time Clock system) with ADP
Enterprise HR. Once EPIP processes a file, the imported data can be modified and/or
processed the same as if you had entered the data directly into the ADP Enterprise HR
application.

Your input files must conform to the specifications outlined by ADP or these files may fail
the validation and/or conversion processes due to file or record errors. If any of your files do
not meet the required file specifications, they are excluded from the conversion process. An
error report is then created automatically and written to a filename exerr.xxx for
conversion and a filename exerr1.xxx for validation, where xxx represents the company
code. You can view either the error file or the error report to determine the specific
reasons(s) for failure. You can use a DOS or ASCII text file editor of your choice (for
example, EDLIN) to correct the files.

An input file contains different records, some of which are optional. Most fields are
preceded by a field identification number (field ID). The sections in this chapter describe
filenaming conventions, field IDs, and the four different types of records that an EPIP file
can contain such as:

• Validation
• Header
• Pay data
• Batch Totals

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Introduction H-3

Moving EPIP Files After They Are Loaded or

Transmitted
Any files that exist in the batch/temp directory are automatically moved to the archive
directory after being loaded or transmitted. For the next pay period, any new files with the
same name as files already existing in the archive directory will overlay the old. This
provides a backup copy of the files and helps prevent loading a file more than once.

 Access to the archive directory is allowed through the Pay Group Access task (Autolink
Payroll Setup (Required) ~ Security ~ Pay Group Access). For more information on this task,
see the Application Administrator’s Guide.

If a file loads successfully, even with warnings or processing errors, it will be moved to the
archive directory. Only files with fatal errors will remain in the current directory. You will
need to check the log file. If you want to resend a file, you must move it from the archive
directory to batch/temp.

 If you do not want files containing normal processing errors to be moved to the archive
directory, you can do so by appending a parameter override (-K) on the Process Options
panel (System Admin ~ Process Scheduler Administration ~ Definitions ~ Processes). For
more information, see the Application Administrator’s Guide.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-4 File Specifications

File Specifications

The following are the specifications which are necessary for EPIP files to load properly
when you update employees’ pay data.

Logical and Physical Records

Each of the four EPIP records is considered to be one logical record. The information in
each logical record may fit on one line (80 positions), or it may extend over several lines.
The end of each logical record is indicated by a lowercase z, and each line in the logical
record is considered to be one physical record. All physical records are 80 positions in
length, followed by a carriage return (CR) and a line feed (LF), making a total of 82
positions. One logical record (ending in a z) consists of all the physical records that make it
up.

Filename
The name of each EPIP file is extpayxx.yyy, where xx represents the user-defined file ID
and yyy represents the company code.

Field Requirements
Fields in the external pay data input file must adhere to the following specifications:

• A field is made up of a 3-position field ID and data.

• The data portion immediately follows the field ID (no delimiter).
• The number of positions for the data portion is field ID specific.
• There is no field delimiter. To reach the next field, the current field has to be scanned for
x number of positions based on the field length.

• All data within a field must be right justified, unless otherwise noted.
• All alphabetic characters in the file must be uppercase, except for the lowercase z at the
end of each logical record.
In this appendix, the term alphanumeric means 0-9 and A-Z (shown on page H-8). It
includes blanks, unless otherwise noted. The Format column in the tables use the following
indicators:

• A is for alphabetic
• N is for numeric
• A/N is for alphanumeric
• S is either blank for positive or minus sign (-) for negative.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 File Specifications H-5

Validation Record
During the validation process, ADP Enterprise HR creates a validation record (V record)
and places it at the beginning of the input file. The validation record contains the file status
(for example, processed, invalid format, and so forth), the number of batches in the file, and
a list of all the batch IDs within the file. You can have multiple validation records for a
single file if there are too many batch IDs to fit within 80 positions.

Header Record
The header record (A record) contains the company code, batch number, and software
version number. Following is an example of a header record.

A001wha00201z

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Header records must adhere to the following specifications:

• There must be one header record per batch.

• The record must start with an uppercase A to indicate the record type.
• The first field ID must be 001 followed by the company code (for example, WHA).
• The second field ID is 002 followed by the batch ID (for example, 01). If this field is not
present, or if the field contains two spaces as data, then you are prompted for an entry.
The field is optional.

• The record is terminated by a lowercase z, followed by spaces to fill out the record to 80
positions. Position 80 is followed by a carriage return (CR) and a line feed (LF). A File
Version 6 must be in position 80 of the first header record in the file.

• A maximum of 1296 batches per file is allowed.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-6 File Specifications

Header Record File Layout

Table H-1 illustrates the record and field requirements for a header record (A record).

Table H-1. Header Record File Layout Table

Field Name Field ID Length Format Requirements/Examples

Record ID 1 A Always required.
Company Code 001 3 A/N An ampersand (&) and hyphen (-) are
allowed.
Third character may be blank.
Must exist in ADP Enterprise HR database
and be the same as the EPIP filename
extension.
Batch No 002 2 A/N Up to 1296 batches allowed per file.
Enter up to two alphanumeric characters.
If you enter two blanks, or field ID 002 is
not specified, or a duplicate batch number
exists, ADP Enterprise HR prompts you
for a batch number during EPIP
processing.
Lowercase z follows the batch number.
File Version 1 N The EPIP File version number must be
placed in the first header record, but it
does not need to be placed on every header
record if in a multiple-batch file.
File Version 6 must be placed in position
80 of the first header record.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 File Specifications H-7

Pay Data Records

The pay data record (B record) contains employee hours and earnings information.
Following is an example of a pay data record.

B0030009990041005000000179348331006M01010110020000-0120005000 022
A0010000 z

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Pay data records must adhere to the following specifications:

• There can be a maximum of 30 entries per file number and 500 file numbers per batch.
• Each physical record (line) must start with an uppercase B and consist of 80 positions,
followed by a carriage return (CR) and a line feed (LF).

• The first field ID must be 003 followed by the employee file number (for example,
000999).

• The second field ID must be 004 followed by the pay number (for example, 1).
• The remaining field IDs may be 005 to 029 and 045, without duplication. Duplicates are
allowed for field IDs 026 and 027 only if one entry is a deduction and the other entry is a
tax override or a city tax code.

• Only field IDs that contain data should be included in the file.
• If you use the Earnings/Hours Codes table, then codes must be set up in the table before
you update the EPIP file. If you have entries in the table and you use an invalid code in
the EPIP file, a warning is displayed or an error occurs.

• If the first physical record (first line) does not have enough space for the whole field ID
and data, then whatever space is available is used up to the eightieth position. The
remaining portion is continued in the second position of the next physical record (next
line), the first position being the record indicator B. This split can occur within ID or data
or between ID and data.

• The logical record is terminated by a lowercase z, followed by spaces to fill out the
physical record to 80 positions. The eightieth position is followed by a carriage return
(CR) and a line feed (LF).

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-8 File Specifications

Pay Data Record File Layout

Table H-2 illustrates the record and field requirements for a pay data record (B record).

 A specifies Alpha, and N specifies numeric.

Table H-2. Pay Data Record File Layout Table

Field Name Field ID Length Format Requirements/Examples

Record ID 1 A B (always required)
File No 003 6 N CCCNNNNNN, where CCC equals the
field ID; NNNNN equals code with valid
values 000051–999999.
This field is required.
Entries are validated against the ADP
Enterprise HR database.
Pay No 004 1 A/N CCCZ, where CCC equals field ID; Z
equals code with valid values 1–9, N, and
X.
This field is required.
Job Cost No 005 15 A/N CCCZZZZZZZZZZZZZZZ, where CCC
equals the field ID; Z equals code with
valid values 0–9, A–Z, ampersand (&),
and hyphen (-).
Left-justified with trailing blanks if less
than 15 positions.
Only allowed if the company code is set
up for Job Costing.
Tax Freq Code 006 1 A/N CCCZ, where CCC equals the field ID; Z
equals code with valid values 0–9, S, M,
D, T, B, F, and H.
Special Action 007 1 A CCCA, where CCC equals the field ID; A
equals code with valid values W, X, Y, Z,
K, and F.
If the company code is set up for Job
Costing and the entry in the PAY NO field
is 1–9, A is also allowed.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 File Specifications H-9

Table H-2. Pay Data Record File Layout Table (cont.)

Field Name Field ID Length Format Requirements/Examples

Temp Dept 008 6 A/N CCCZZZZZZ, where CCC equals the field
ID; ZZZZZZ equals code with valid values
0–9, A–Z, dollar sign ($), hyphen (-), ($),
slash (/), period (.), and comma (,).
Any three-character departments must be
left-filled with blanks.
Checks for length of three or six characters
based on company setup.
Rate Code 009 1 A/N CCCZ, where CCC equals the field ID; Z
equals code with valid values 2–9 and
A–Z.
If the entry in the Special Action field is
A, the only valid value is 1.
Shift Code 010 1 N CCCN, where CCC equals the field ID; N
equals code with valid values 1–9.
Temp Rate 011 8 N with CCCNNNNNNNS, where CCC equals the
a field ID; NNNNNNN equals an implied
trailing four-decimal, right-justified, zero-filled
S field; S is either blank for positive or
minus sign (-) for negative.
Reg Hours 012 8 N with CCCNNNNNNNS, where CCC equals
a field ID; NNNNNNN equals an implied
Overtime Hours 013 8 trailing two-decimal, right-justified, blank-filled
Regular 014 8 S or zero-filled field whose valid amounts
Earnings are 40500.00- to 99999.99; S is either
blank for positive or minus sign (-) for
Overtime 015 8 negative.
Earnings

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-10 File Specifications

Table H-2. Pay Data Record File Layout Table (cont.)

Field Name Field ID Length Format Requirements/Examples

Hours 3 016 10 A/N CCCAANNNNNNNS, where CCC equals
with a the field ID; AA equals code with valid
Hours 3 017 10 trailing values 0-79 and A-Z, or blank, excluding
Hours 4 018 10 S 40, 50, 60, and 61. It is a right-justified
code with a blank or 0 if only one position
Hours 4 019 10 (for example, 02 or bA, where b equals
blank); NNNNNNN equals an implied
Earnings 3 020 10
two-decimal, right-justified field whose
Earnings 3 021 10 valid amounts are 40500.00- to 99999.99;
S is either blank for positive or minus sign
Earnings 4 022 10 (-) for negative.
Earnings 4 023 10 If you use the Earnings/Hours Codes table,
then codes must be set up in the table
Earnings 5 024 10 before you update an EPIP file. If you
Earnings 5 025 10 have entries in the table and you use an
invalid code in the EPIP file, a warning is
displayed or an error occurs.
An Hours 4 field entry with code X and
23.25 hours becomes 0180X0002325b,
where b equals blank.
An Earnings 3 entry with a code 12 and
25.15 hours becomes 020120002515b,
where b equals blank.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 File Specifications H-11

Table H-2. Pay Data Record File Layout Table (cont.)

Field Name Field ID Length Format Requirements/Examples

Onetime 026 12 A/N • CCCAAAbNNNNNNS, where CCC
Deduction of with a equals the field ID; AAAb equals code,
Tax Override or leading where b equals blank; NNNNNNN
Temp City Tax and a equals an implied two-decimal,
Code trailing right-justified field whose valid
S amounts are 405000.00- to 99999.99; S
is either blank for positive or minus
sign (-) for negative.
• Entry of two field IDs is allowed for the
same pay. One must be a onetime
deduction and the other field ID must
be either a tax override or a city tax
code.
• Temp City Tax Code not allowed if the
entry in the Special Action field is A or
if company is not set up for Multi-Tax.
• If Onetime Deduction field, first
character must be S (special). If AAA is
alphabetic, code must be right-justified
with leading blank (for example, bAb,
where b equals blank). If AAA is
numeric with valid values 1-79 and
A-Z, excluding 40, 50, 60, and 61, code
must be right-justified with a leading
zero or blank (for example, 02b or 15b,
where b equals blank). Last character
must be blank.
• If Tax Override field, AAA is replaced
by 110, 111, 120, 121, 130, 131, 142,
143, 144, 145, 150, 151. Values 110,
120, 130, 142, 144, and 150 are tax
overrides that replace federal, state,
city, social security, Medicare, and
SUI/SDI taxes, respectively. Values
111, 121, 131, 143, 145, and 151 are tax
overrides that add to federal, state, city,
social security, Medicare, and SUI/SDI
taxes, respectively. All of the above
three-digit IDs must be left-justified
with the fourth position blank (for
example, 110b or 121b, where b equals
blank.)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-12 File Specifications

Table H-2. Pay Data Record File Layout Table (cont.)

Field Name Field ID Length Format Requirements/Examples

Onetime • If Temp City Tax Code field, aaa is
Deduction of replaced by 453, left-justified with the
Tax Override or fourth position blank (for example,
Temp City Tax 453b, where b equals blank). nnnnnnn
Code (cont.) is replaced by values 001–255 and
301–799 except 325, 400, 425, 500,
525, 600, 625. 700, 725. The fourth
position can be 0–9 or A–Z. The last
four positions must be blanks.
• If you use the Deduction Code table,
then codes must be set up in the table
before you update an EPIP file. If you
have entries in the table and you use an
invalid code in the EPIP file, an error
occurs. If a lien deduction code is set up
in the table, a lien must be set up with
that code.
• A One time Deduction field entry with
code 13 and $20.00 becomes
02613b0002000b, where b equals
blank.
• A Tax Override field entry with code
121 and $30.00 becomes
026121b0003000b, where b equals
blank.
• A Temp City Tax Code field entry with
code 132R becomes
026453b132Rbbbb, where b equals
blank.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 File Specifications H-13

Table H-2. Pay Data Record File Layout Table (cont.)

Field Name Field ID Length Format Requirements/Examples

Temp Override 027 12 A/N • CCCAAAbNNNNNNNS, where
Deduction or with a requirements are the same as those for
Tax Override leading the Onetime Deduction field or the Tax
T and a Override field.
trailing
S • If Temp Override Deduction field, first
character must be T (temporary). Code
453 is not allowed.
• If Tax Override field, AAA is replaced
by 110, 111, 120, 121, 130, 131, 142,
143, 144, 145, 150, or 151. Values 110,
120, 130, 142, 144, and 150 are tax
overrides that replace federal, state,
city, Social Security, Medicare, and
SUI/SDI taxes, respectively. Values
111, 121, 131, 143, 145, and 151 are tax
overrides that add to federal, state, city,
Social Security, Medicare, and SUI/SDI
taxes, respectively. All of the above
three-digit IDs must be left-justified
with the fourth position blank (for
example, 110b or 121b, where b equals
blank).
• If you use the Deduction Codes table,
then codes must be set up in the table
before you update an EPIP file. If you
have entries in the table and you use an
invalid code in the EPIP file, end error
occurs. If a lien deduction code is set up
in the table, a lien must be set up with
that code.
• You can enter a temporary override
only if the employee is set up with the
deduction that you are overriding.
• A Temp Override Deduction field entry
with code 15 and $20.00 becomes
027T15b0002000b, where b equals
blank.
• A Tax Override field entry with code
131 and $30.00 becomes
027131b0003000b, where b equals
blank.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-14 File Specifications

Table H-2. Pay Data Record File Layout Table (cont.)

Field Name Field ID Length Format Requirements/Examples

Memo Entry 028 12 A/N • CCC19AANNNNNNNS, where CCC
with a equals the field ID; 19 equals the
leading Special Entry code; AA equals the
Memo Entry 029 12 19 and alphanumeric modifier, left-justified
a with a trailing blank if one-digit;
trailing NNNNNNN equals an implied
S two-decimal, right-justified field whose
valid amounts are 40500.00- to
99999.99; S is either bank for positive
or minus sign (-) for negative.
• Entry of two field IDs is allowed per
pay.
• Memo codes 196–199 are allowed only
if the company is not set up for Third
Party Sick Pay.
• A Memo field entry with code Z and
$20.00 becomes 02819Zb0002000b,
where b equals blank.
Deduction 045 9 N with • CCC45PXXYYZZ, where CCC equals
Forecast a the field ID; 45P equals the Special
leading Entry code; XX equals the first week
45P number; YY equals the second week
number; ZZ equals the third week
number; valid values are 00–55.
• No embedded blanks are allowed.
• Left-justified field
• A Deduction Forecast field entry with
10 as the first week number and 20 as
the second week number becomes
04545P1020bb, where b equals blank.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 File Specifications H-15

Batch Totals Record

The Batch Totals record (C record) contains the control totals of pay data records. Following
is an example of a Batch Totals record.

C03200000020000-03300000050000 03400000100000 03500000022222

03600000011111-0370

C0000200000 z

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

The Batch Totals record must adhere to the following specifications:

• There may be one, two, or three physical records (lines).

• Each physical record (line) must start with an uppercase C and consist of 80 positions,
followed by a carriage return (CR) and a line feed (LF).

• The logical record is terminated by a lowercase z, followed by spaces to fill out the
physical record to 80 positions. The eightieth position is followed by a carriage return
(CR) and a line feed (LF). There are no other required fields.

• If no other fields are entered, the record is entered as Cz.

• The allowed field IDs are 030 to 040.
• Only field IDs that contain data should be included in the file.
• If you are using Version 4.03 (or higher) or 5.XX, you can enter batch totals for the Shift
and Temp Rate fields (field IDs 039 and 040); however, the batch totals for these fields
are not used when balancing the batch.

• This record is optional. If it is not present, then the control Total column on the
Hours/Earnings panel will contain no data and the batch will be flagged as out of balance.
You must use the Hours/Earnings panel from the Modify Batch Information task to enter
the control totals so that this batch can be transmitted to ADP.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-16 File Specifications

Batch Totals Record File Layout

Table H-3 illustrates the file layout and field requirements for a Batch Totals record (C
record).

Table H-3. Batch Totals Record File Layout Table

Field Name Field ID Length Format Requirements/Examples

Record 1 A C (always required).
Regular Hours 030 12 N with a CCCNNNNNNNNNNN equals an
trailing S implied two-decimal, right-justified
Overtime Hours 031
field; S is either blank for positive or
Hours 3 032 minus sign (-) for negative.
Hours 4 033 An Hours 3 field entry of 21.25 hours
becomes 03200000002125b, where b
Regular 034
equals blank.
Earnings
035
O/T Earnings
036
Earnings 3
037
Earnings 4
038
Earnings 5
Shift Code 039 5 N with a CCCNNNNS, where CCC equals the
trailing S field ID; NNNN equals right-justified
field with no decimal positions
implied; S is positive when blank;
zero filled field.
Temp Rate 040 12 N with a Same requirements as the Regular
trailing S Hours field (field ID 030) with four
implied decimal positions
Right-justified, zero-filled field.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Error Messages H-17

Error Messages

Table H-4 lists error messages that may be displayed in the Validation audit report. You
must correct these errors in your input file before you can continue processing.

Table H-4. Error Messages Table

Error Message Solution

Missing Header record Add a valid header record according to file specifications.
for batch. Batch
dropped from
conversion.
Invalid header record Correct header record according to file specifications.
for batch. Batch
dropped from
conversion.
Batch XX not The company code must be set up during installation. If the code
processed. Invalid is incorrect, change it in the input file. If you need to add a
company code. company code, contact your ADP consultant.
Verify that the filename uses the same company code that you
entered when accessing ADP Enterprise HR.
Duplicate header Delete duplicate header record from input file.
record found. Batch
dropped from
conversion.
C type record must be Batch Totals record must be followed by a header record for the
followed by an A type next batch (if you have more than one batch in the input file).
record.
Not enough memory to Remove any unnecessary memory-resident programs, (such as
continue to store SideKick®). Contact your ADP consultant if this is not the source
batches for file of the problem.
EXTPAYnn.CCC.
Limited disk space. You may need to remove unnecessary files from your hard drive.
File EXTPAYnn.CCC Contact your ADP consultant if this is not the source of the
not validated. problem.
Maximum amount of Reduce the number of batches by consolidating data into an
batches is 1296. existing batch.
Invalid record length. Verify that each record consists of 80 positions followed by a
carriage return (CR) and a line feed (LF).

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-18 Error Messages

Table H-4. Error Messages Table (cont.)

Error Message Solution

First character of Correct the record according to file specifications.
record must be A, B, or
C. Record dropped.
Transaction file error. Correct the file. File is unusable by EPIP. Check for proper
Abort processing. format.

Field-Level Errors
Table H-5 lists field-level errors that may occur during the conversion process. You can
correct these errors in your input file or by using the ADP Enterprise HR application.

Table H-5. Field-level Errors Table

Error Message Solution

Invalid job number - Enter a valid job number.
Valid values are A-Z,
Verify that the job number entered is used for that company code
0-9, ampersand (&), or
using the Table Maintenance option. If you have entries in the
hyphen (-).
table and you use an invalid code in the EPIP file, a warning is
displayed or an error occurs. Job cost numbers are 15 positions.
Fill with trailing spaces if there are fewer.
Invalid Temp. Dept. - Enter a valid department.
Valid values are A-Z,
Verify that the temporary department entered is used for that
0-9, dollar sign (&),
company code using the Table Maintenance option.
slash (/), period (.),
comma (,), or hyphen Verify on the Company Control Information screen whether the
(-). company code is set for a 3- or 6- digit department.

Invalid rate code - Enter a valid Rate code.

Valid values are A-Z
and 1-9.
Invalid City Tax code. Enter a valid City Tax code.
Company is not set up Entry of Temp City not allowed. Call your ADP consultant if your
for Multi-Tax. company requires this information.
Social Security entry is Either remove tax block or remove entry from EPIP input file.
not allowed for
Medicare only
employees.
Entry of ID MOD [ ] is Enter a valid ID MOD. Valid tax override ID MODs are 142 and
not allowed for New 144 if New AutoPay is Y in Setup Information screen.
AutoPay.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Error Messages H-19

Table H-5. Field-level Errors Table (cont.)

Error Message Solution

WARNING - Rate Either enter a valid dollar amount for that Rate code or delete the
code x has no associated field ID.
corresponding rate.
Rate 2 is not set up for this employee. Set up rate or delete the
associated field ID.
Rate code cannot be 1 Either enter a valid Rate code or change the Special Action code
unless special action is (A is a valid value for Job Costing).
A.
Rate Code cannot be 1 Correct the entry or call your ADP consultant if your company
for a non Job Cost requires the Rate Code 1.
company.
Rate Code cannot be x Correct the entry or call your ADP consultant if your company
if special action is A. requires Rate Code 1.
Warning - Negative Verify that the hours entered are correct.
hours entered
Negative hours are acceptable, but this warning is displayed as a
precaution.
Value cannot exceed x Verify range (-4050000–9999999) and enter valid value.
Week number must be Verify that the week numbers entered for the Deduction Forecast
between 00 and 55 field (field ID 045) are valid.
Invalid length Verify that the information is entered correctly in the Deduction
Forecast field (field ID 045) in the B record.
Field not allowed for Verify the Special Action (field ID 007) comes before Deduction
job analysis entry. Forecast (field ID 045) in the B record.
First 3 characters must Verify that the first three characters of the Deduction Forecast
be 45P field (field ID 045) are 45P.
Job number is only Verify that Job Costing is used for this company code. If not used,
allowed for a job delete job number from the record. Call your ADP consultant to
costing company verify options.
Invalid special action Enter a valid Special Entry code.
code - Valid values are
A is a valid value for Job Costing.
X, Y, Z, K, F, and W
Invalid shift code - Enter a valid Shift code.
Valid values are 1-9.
Company is not set up Enter a valid Shift code.
for Automatic Pay.
Shift code 1 is not
allowed.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-20 Error Messages

Table H-5. Field-level Errors Table (cont.)

Error Message Solution

Invalid frequency code Enter a valid Frequency code.
- Valid values are

0-9, B, D, M, S, T, F,
and H
Code entered with no Enter a valid amount for the associated code.
amount.
Code is invalid. Valid Enter a valid code.
entries are A-Z and
Verify that the code entered is used for that company code using
0-79, except 40, 50, 60,
the Table Maintenance option.
and 61
Valid entries are 01-79 Enter a valid Deduction code.
and A-Z, except 40, 50,
Verify that the Deduction code entered is used for that company
60, and 61.
code using the Table Maintenance option. If you have entries in
the table and you use an invalid code in the EPIP file, an error
occurs.
Employee not set up Enter a valid Deduction code.
for this schedule
Verify that the Deduction code entered is used for that employee
deduction code
on the Scheduled Deductions (DED) screen. If not, either add the
Deduction code for the employee or change the Deduction code.
Duplicate field ID Verify field IDs and correct as needed (only field IDs 026 and 027
number with a Paydata may be duplicated under certain conditions).
record
Invalid entry Enter a valid value.
Check for valid entry using the Table Maintenance option.
This message is displayed for an error condition during table
validation.
WARNING - Entry An entry was made and accepted during table validation, but the
does not exist on the entry is not set up in the appropriate table.
table
This message is displayed as a warning during table validation.
Invalid memo code - Enter a valid Memo code. Valid values for x are A–Z, 0–9, and
Valid values are 19x blank.
Only four memo Enter a maximum of four memo codes per file number and/or pay
entries (ID 19) are number.
allowed per screen
Entry of ID MOD xxx Enter a valid ID MOD for a company set up for Third Party Sick
is not allowed for Third Pay. Values 196, 197, 198, 199 for xxx are accepted only when
Party Sick Pay the company is not set up for Third Party Sick Pay.
company

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Error Messages H-21

Table H-5. Field-level Errors Table (cont.)

Error Message Solution

Temp dept. must be 3 Enter a valid department.
characters with leading
Verify that the department number entered is used for this
blanks
company code using the Table Maintenance option.
If entering a 3-position department number, right-justify entry
with leading blanks.
Temp. dept. must be x Enter a valid department.
characters
Verify that the department number entered is used for this
company code using the Table Maintenance option.
Verify on the Company Control Information screen whether
company code is set for 3- or 6-digit department.
Special action cannot Enter a valid Special Action code.
be A if Pay # is N
Special entry ID cannot Enter a valid Special Entry code. Valid values for XXX are 11x
be XXX if special 12x, 13x, 14x, 15x, TXX, SXX, or 453.
action is A
Invalid data character. Enter a valid numeric value.
Data must be numeric.
Invalid deduction code. Enter a valid deduction code. Valid codes are SXX or TXX where
Valid codes are SXX or X is 0–9 or A–Z. If entering a one-position code, precede with a
TXX (x equals 0-9, blank or zero.
A-Z)
Field not allowed for Delete the associated field.
job analysis entry
Invalid tax override Enter a valid tax override.
code - Valid entries are
110, 111, 120, 121,
131, 142, 143, 144,
145, 150, and 151
WARNING - File # This warning is displayed when you enter a Tax Override code of
nnnnnn has a Social 142 and/or 144 in the EPIP file for an employee who has a Social
Security/Medicare tax Security/Medicare tax block entered on the Tax Information
block on (TAX) screen.
Invalid entry for New ID Mod 142 and/or 144 is not allowed when New AutoPay is set
AutoPay clients up
This employee is not Assign a valid banking code for this employee on the Banking
set up for this Banking screen in the Employee Maintenance menu option.
code

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-22 Error Messages

Table H-5. Field-level Errors Table (cont.)

Error Message Solution

This is a Banking full Full deposit banking codes are allowed only when Pay Number is
deposit banking code. X.
This entry is not
allowed
Amount cannot be Enter a positive amount for the Banking code.
negative for a Banking
code
Deduction Code x is a Access the lien information screens and set up a lien with
lien deduction. Lien Deduction Code x or correct code.
information must be
entered first
Entry of ID MOD XXX Enter a valid ID MOD for a company set up for Third Party Sick
is not allowed for Third Pay. Values 196, 197, 198, 199 for XXX are accepted only when
Party Sick Pay the company is not set up for Third Party Sick Pay.
company

Record-Level Errors
The following table lists record-level errors that may occur during the conversion process.
You must correct these errors in your input file before you can continue processing.

Table H-6. Record-level Errors Table

Error Message Solution

First character of Begin each record with the appropriate uppercase first character
record must be anA, B,
or C. Record dropped
Invalid record length Verify the entries and correct as necessary to get the appropriate
record length. Record length must be 80 positions followed by a
carriage return (CR) and a line feed (LF).
Blank not allowed in Enter a valid company code.
first 2 positions
Minimum length is 2 Correct the record according to the file specification.
characters
Valid values are A–Z, Enter a valid company code.
0–9, ampersand (&),
hyphen (-), and blank
Missing/invalid file Enter an existing 6-position file number. New hires must be
number. This is a entered in ADP Enterprise HR before you process the EPIP file.
required field.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Error Messages H-23

Table H-6. Record-level Errors Table (cont.)

Error Message Solution

File number nnnnnn Either enter the correct file number or delete any data associated
not found with it. If the file number does not exist, it must be entered as a
new hire before you import the EPIP file. Dropped entries may be
entered by using the Hours/Earnings tabs.
Missing/invalid pay Enter a valid pay number (usually 1). This is a required field.
number - Valid
characters are 1–9, X,
or N
No payroll data exists Enter a valid file number and/or pay number in the first Paydata
to process record after the Header record. This data is required.
Invalid field ID - must Enter a valid field ID. Valid values are 003–029 and 045.
be 3-digit field.
Maximum of 30 pay The limit for a file number, for each pay number, is 30 logical
data lines exceeded records. A logical record can be one or more physical records
(lines) and is determined by the presence of the lowercase z. You
must create a second batch or second pay for additional entries.
No data for field. Enter valid data for the associated field.
Record dropped.

Correcting Errors
You can correct any errors that do not cause the batch to be dropped in one of two ways.
You can correct them by whichever method you used to create your file, or you can correct
them by using the ADP Enterprise HR application. If you correct the file, then you should
delete the original imported batch using the Enter Pay Information task in the ADP
Enterprise HR application. Then you can import the EPIP file again.

For more information on deleting an imported batch using the Enter Pay Information task
see “Adding a New Payroll Batch” on page 4-7.

If the entire batch has been dropped, you must go back to your external source to correct the
errors.

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-24 External Paydata Input (EPIP) File Layout Examples

External Paydata Input (EPIP) File Layout

Examples

The following sections describe several examples of file layouts, both correct and incorrect.
Brief explanations explain what is unique about each file layout, and a table lists the details
for each file layout. Figure H-1 shows the pay data entry information for the file layouts.

Master Example
The Hours/Earnings panel from the Modify Pay Information task, Hours/Earnings panel
from the Modify Batch Information task, and an EPIP file layout are shown on the following
sections. Fields that are part of the EPIP file layout are numbered on the screen.

The corresponding EPIP record file layout is displayed following each screen. Each field ID
and its data are designated as a unit. Each unit has a number below it. This number
corresponds to a field on the screen.

There is a table after the screen and the EPIP file layout. This table lists each field ID or
identifier, item represented, code, and value shown on the screen and in the EPIP file layout.
The numbers to the left of each item on the table match the numbers on the screen and the
line numbers on the EPIP file.

The following file layout is shown in its entirety, before being presented in segments.
A001XYZ00201z 6

B0031111110041005123456789012345006S007X0081123456009201020110150000 0120004000 0

B130004000 0140010000 0150010000 016 A0004000 017 B0004000 018 C0004000 019 D000

B4000 020 E0010000 021 F0010000 022 G0010000 023 H0010000 024 I0010000 025 J0010

B000 026110 0001000 026S26 0001000 027T R 0001000 027120 0001000 z

C03000000004000 03100000004000 03200000008000 03300000008000 03400000010000 0350

C0000010000 03600000020000 03700000020000 03800000020000 0390002 04000000150000

Cz

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 External Paydata Input (EPIP) File Layout Examples H-25

Records A and B
The Header and Paydata records (A and B records, respectively) contain the same data that
is entered on the Hours/Earnings panel from the Modify Pay Information task. To access this
panel, click the Payroll functional group and make the following selections from the Task
Manager:

Payroll Cycle ~ Step 3: Modify Pay Period Information

After you double click the Modify Pay Information task, the Hours/Earnings panel displays.

For a description of the

fields on this panel,
press F1.

Figure H-1. Hours/Earnings Panel

Following is an illustration of the EPIP file layout for the A and B records.

A001XYZ00201z 6
1 2 3 4 5
B0031111110041005123456789012345 006S 007X 008123456 009201020110150000 0120004000 0
6
1 1
7 1
8 1
9 10 11 12 13 14 15 116 117
B130004000 0140010000 0150010000 016 A0004000 017 B0004000 018 C0004000 019 D000
17 18 19 2
10 1
21 1
22 23
1
B4000 020 E0010000 021 F0010000 022 G0010000 023 H0010000 024 I0010000 025 J0010

23
1 1
24 2
15 126 127 128 129
B000 026110 0001000 026S26 0001000 027T R 0001000 027120 0001000 z
29
1 10
3 1
31 32
1 133 134

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-26 External Paydata Input (EPIP) File Layout Examples

EPIP File Layout Table

Table H-7 defines each field from the preceding example.

Table H-7. EPIP File Layout Table

Number Field ID/Identifier Represents Length Code Value

Header Record
1 A (in record, not on Header record 1 A (always
screen) fixed)
2 001 Company code 3 XYZ
3 002 Batch ID 2 01
4 z (in record, not on End of record 1 z
screen)
spaces (14-79 to fill 66 spaces
record to 80
positions)
5 6 Version number 1 6
Paydata Record
6 B (in record, not on Paydata record 1 B (always
screen) fixed)
7 003 File number 6 111111
8 004 Pay number 1 1
9 005 Job number 15 12345678901
2345
10 006 Tax Frequency code 1 S
11 007 Special action 1 X
12 008 Temp department 6 123456
13 009 Rate code 1 2
14 010 Shift code 1 2
15 011 Temporary rate 8 $15.00
16 012 Regular hours 8 40
17 013 Overtime hours 8 40
18 014 Regular earnings 8 $100.00
Number Field ID/Identifier Represents Length Code Value
19 015 Overtime earnings 8 $100.00
20 016 Hours 3 (1st) 10 A 40

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 External Paydata Input (EPIP) File Layout Examples H-27

Table H-7. EPIP File Layout Table (cont.)

21 017 Hours 3 (2nd) 10 B 40

22 018 Hours 4 (1st) 10 C 40
23 019 Hours 4 (2nd) 10 D 40
24 020 Earnings 3 (1st) 10 E $100.00
25 021 Earnings 3 (2nd) 10 F $100.00
26 022 Earnings 4 (1st) 10 G $100.00
27 023 Earnings 4 (2nd) 10 H $100.00

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-28 External Paydata Input (EPIP) File Layout Examples

Record C
The Batch Totals record (C record) contains the same data that is displayed on the
Hours/Earnings panel from the Modify Batch Information task. To access this panel, click
the Payroll functional group and make the following selections from the Task Manager:

Payroll Cycle ~ Step 3: Modify Pay Period Information

After you double click the Modify Batch Information task, the Hours/Earnings panel
displays.

For a description of the

fields on this panel,
press F1.

Figure H-2. Hours/Earnings Panel

Following is an illustration of the EPIP file layout for the C record.

C03000000004000 03100000004000 03200000008000 03300000008000 03400000010000 0350

35
1 36
1 37
1 38
1 39
1 40
1 41
1
C0000010000 03600000020000 03700000020000 03800000020000 0390002 04000000150000
41
1 42
1 43
1 44
1 45
1 46
1
Cz

47
1

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 External Paydata Input (EPIP) File Layout Examples H-29

EPIP File Layout Table

Table H-8 defines each field from the preceding example.

Table H-8. EPIP File Layout Table

Number Field ID/Identifier Represents Length Code Value

Batch Totals Record
35 C (in record, not on Batch Totals record 1 C (always fixed)
screen)
36 030 Regular hours 12 40
37 031 Overtime hours 12 40
38 032 Hours 3 12 80
39 033 Hours 4 12 80
40 034 Regular earnings 12 $100.00
41 035 Overtime earnings 12 $100.00
42 036 Earnings 3 12 $200.00
43 037 Earnings 4 12 $200.00
44 038 Earnings 5 12 $200.00
45 039 Shift code 5 2
46 040 Temp rate 12 $15.00
47 z (in record, not on End of record 1 z
screen)
spaces (3-80 to fill 78 spaces
record to 80
positions)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-30 Example 2

Example 2

The following EPIP file layout illustrates a correct layout with three pay data lines and two
batch totals lines.

A001XYZ00201z 6

B00325252500410120004000 0130004000 0140010000 0150010000 016 A0004000 017

B0004

B000 018 C0004000 019 D0004000 020 E0010000 021 F0010000 022 G0010000 023
H00100

B00 024 I0010000 025 J0010000 02819V 0001000 02919R 0001000 04545P1020 z

C03000000004000 03100000004000 03200000008000 03300000008000 03400000010000

0350

C0000010000 03600000020000 03700000020000 03800000020000 z

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Example 2 File Layout Table

Table H-9 defines each field from the preceding example.

Table H-9. Example 2 File Layout Table

Field ID/Identifier Represents Length Code Value

Header Record
A Header record 1 A (always fixed)
001 Company code 3 XYZ
002 Batch ID 2 01
z End of record 1 z
spaces (14–79 to 66 spaces
fill record to 80
positions)
6 Version number 1 6
Paydata Record
B Paydata record 1 B (always fixed)
003 File number 6 252525

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Example 2 H-31

Table H-9. Example 2 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

004 Pay number 1 1
012 Regular hours 8 40
013 Overtime hours 8 40
014 Regular earnings 8 $100.00
015 Overtime earnings 8 $100.00
016 Hours 3 (1st) 10 A 40
017 Hours 3 (2nd) 10 B 40
018 Hours 4 (1st) 10 C 40
019 Hours 4 (2nd) 10 D 40
020 Earnings 3 (1st) 10 E $100.00
021 Earnings 3 (2nd) 10 F $100.00
022 Earnings 4 (1st) 10 G $100.00
023 Earnings 4 (2nd) 10 H $100.00
024 Earnings 5 (1st) 10 I $100.00
025 Earnings 5 (2nd) 10 J $100.00
028 Memo entry (1st) 12 V $10.00
029 Memo entry (2nd) 12 R $10.00
045 Deduction forecast 9 45P 10 equals 1st week
number
20 equals 2nd week
number
z End of record 1 z
spaces (73–80 to 8 spaces
fill rec. to 80
positions)
Batch Totals Record
C Batch Totals record 1 C (always fixed)
030 Regular hours 12 40
031 Overtime hours 12 40
032 Hours 3 12 80
033 Hours 4 12 80
034 Regular earnings 12 $100.00

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-32 Example 2

Table H-9. Example 2 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

035 Overtime earnings 12 $100.00
036 Earnings 3 12 $200.00
037 Earnings 4 12 $200.00
038 Earnings 5 12 $200.00
z End of record 1 z
spaces (59–80 to 22 spaces
fill record to
80positions)
045 Deduction forecast 9 45P 10 equals 1st week
number
20 equals 2nd week
number
z End of record 1 z
spaces (73–80 to 8 spaces
fill record to 80
positions)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Example 3 H-33

Example 3

The following EPIP file layout illustrates a correct layout with four pay data lines and two
batch totals lines.

A001QML00201z 6

B0031111110041005123456789012345006S007X008123456009201020110150000
0120004000 0

B130004000 0140010000 0150010000 016 A0004000 017 B0004000 018 C0004000 019
D000

B4000 020 E0010000 021 F0010000 022 G0010000 023 H0010000 024 I0010000 025
J0010

B000 z

C03000000004000 03100000004000 03200000008000 03300000008000 03400000010000

0350

C000001000 036000000200000 03700000020000 03800000020000 0390002

04000000150000

Cz

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Example 3 File Layout Table

Table H-10 defines each field from the preceding example.

Table H-10. Example 3 File Layout Table

Field ID/Identifier Represents Length Code Value

Header Record
A Header record 1 A (always fixed)
001 Company code 3 QML
002 Batch ID 2 01
z End of record 1 z
spaces (14–79 to fill 66 spaces
record to 80
positions)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-34 Example 3

Table H-10. Example 3 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

6 Version number 1 6
Paydata Record
B Paydata record 1 B (always fixed)
003 File number 6 111111
004 Pay number 1 1
005 Job number 15 123456789012345
006 Tax freq. code 1 S
007 Special action 1 X
008 Temp departments 6 123456
009 Rate code 1 2
010 Shift code 1 2
011 Temp rate 8 $15.00
012 Regular hours 8 40
013 Overtime hours 8 $40.00
014 Regular earnings 8 $100.00
015 Overtime earnings 8 $100.00
016 Hours 3 (1st) 10 A 40
017 Hours 3 (2nd) 10 B 40
018 Hours 4 (1st) 10 C 40
019 Hours 4 (2nd) 10 D 40
020 Earnings 3 (1st) 10 E $100.00
021 Earnings 3 (2nd) 10 F $100.00
022 Earnings 4 (1st) 10 G $100.00
023 Earnings 4 (2nd) 10 H $100.00
024 Earnings 5 (1st) 10 I $100.00
025 Earnings 5 (2nd) 10 J $100.00
z End of record 1 z
spaces (7–80 to fill 74 spaces
record to 80
positions)
Batch Totals Record

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Example 3 H-35

Table H-10. Example 3 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

C Batch Totals record 1 C (always fixed)
030 Regular hours 12 40
031 Overtime hours 12 40
032 Hours 3 12 80
033 Hours 4 12 80
034 Regular earnings 12 $100.00
035 Overtime earnings 12 $100.00
036 Earnings 3 12 $200.00
037 Earnings 4 12 $200.00
038 Earnings 5 12 $200.00
039 Shift code 5 2
040 Temp rate 12 $15.00
z End of record 1 z
spaces (3–80 to fill 78 spaces
record to 80
positions)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-36 Example 4

Example 4

The following EPIP file layout illustrates a correct layout with two pay data lines and two
batch totals lines. In addition, the Hours 3 field has two entries, one as field ID 016 and one
as field ID 017.

A001DPO00201z 6

B00325252500410120004000 0130004000 0140010000 0150010000 016 A0004000 017

B0004

B000 018 C0004000 z

C03000000004000 03100000004000 03200000008000 03300000004000 03400000010000

0350

c0000010000 z

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Example 4 File Layout Table

Table H-11 defines each field from the preceding example.

Table H-11. Example 4 File Layout Table

Field ID/Identifier Represents Length Code Value

Header Record
A Header record 1 A (always fixed)
001 Company code 3 DPO
002 Batch ID 2 01
z End of record 1 z
spaces (14–79 to 66 spaces
fill record to 80
positions)
6 Version number 1 6
Paydata Record
B Paydata record 1 B (always fixed)
003 File number 6 252525
004 Pay number 1 1

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Example 4 H-37

Table H-11. Example 4 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

012 Regular hours 8 40
013 Overtime hours 8 40
014 Regular earnings 8 $100.00
015 Overtime earnings 8 $100.00
016 Hours 3 (1st) 10 A 40
017 Hours 3 (2nd) 10 B 40
018 Hours 4 (1st) 10 C 40
z End of record 1 z
spaces (20–80 to 61 spaces
fill record to 80
positions)
Batch Totals Record
C Batch Totals record 1 C (always fixed)
030 Regular hours 12 40
031 Overtime hours 12 40
032 Hours 3 12 80
033 Hours 4 12 40
034 Regular earnings 12 $100.00
035 Overtime earnings 12 $100.00
z End of record 1 z
spaces (14–80 to 67 spaces
fill record to 80
positions)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-38 Example 5

Example 5

The following EPIP file layout illustrates a correct layout with two pay data lines and one
batch totals line for the same file number. Only the second pay data physical record (line) is
terminated with a lowercase z. This results in one logical record for pay data, consisting of
two physical records (lines).

A001DPo00201z 6

B00325252500410120004000 0130004000 0140010000 0150010000 016 A0004000 017

B0004

B000 z

Cz

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Example 5 File Layout Table

Table H-12 defines each field form the preceding example.

Table H-12. Example 5 File Layout Table

Field ID/Identifier Represents Length Code Value

A Header record 1 A (always fixed)
001 Company code 3 DPO
002 Batch ID 2 01
z End of record 1 z
spaces (14-79 to 66 spaces
fill record to 80
positions)
6 Version number 1 6
Paydata Record
B Paydata record 1 B (always fixed)
003 File number 6 252525
004 Pay number 1 1
012 Regular hours 8 40
013 Overtime hours 8 40

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Example 5 H-39

Table H-12. Example 5 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

014 Regular earnings 8 $100.00
015 Overtime earnings 8 $100.00
016 Hours 3 (1st) 10 A 40
017 Hours 3 (2nd) 10 B 40
z End of record 1 z
spaces (7–80 to fill 74 spaces
record to 80
positions)
Batch Totals Record
C Batch Totals record 1 C (always fixed)
z End of record 1 z
spaces (3–80 to fill 78 spaces
record to 80
positions)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-40 Example 6

Example 6

The following EPIP file layout illustrates a correct layout with two pay data lines and one
batch totals line for the same file number. Both pay data physical records (lines) are
terminated with a lowercase z. This results in two logical records for pay data, each
consisting of one physical record (line).

A001QML00201z 6
B0036786780041007X0120004000 0140010000 0160A0004000 z
0170B0004000 0200A0010000
B0036786780041007X021B0004000 z
Cz

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Example 6 File Layout Table

Table H-13 defines each field from the preceding example.

Table H-13. Example 6 File Layout Table

Field ID/Identifier Represents Length Code Value

Header Record
A Header record 1 A (always fixed)
001 Company code 3 QML
002 Batch ID 2 01
z End of record 1 z
spaces (14-79 to 66 spaces
fill record to 80
positions)
6 Version number 1 6
Paydata Record
B Paydata record 1 B (always fixed)
003 File number 6 678678
004 Pay number 1 1
007 Special action 1 X

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Example 6 H-41

Table H-13. Example 6 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

012 Regular hours 8 40
014 Regular earnings 8 $100.00
016 Hours 3 (1st) 10 A 40
017 Hours 3 (2nd) 10 B 40
020 Earnings 3 (1st) 10 A $100.00
z End of record 1 z
B Paydata record 1 B (always fixed)
003 File number 6 678678
004 Pay number 1 1
007 Special action 1 X
021 Earnings 3 (2nd) 10 B $40.00
z End of record 1 z
spaces (33–80 to 48 spaces
fill record to 80
positions)
Batch Totals Record
C Batch Totals record 1 C (always fixed)
z End of record 1 z
spaces (3–80 to fill 78 spaces
record to 80
positions)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-42 Example 7

Example 7

The following EPIP file layout illustrates a correct layout, even though a lowercase z is
present at the end of each line of the Paydata record (B record). As long as the file number is
at the beginning of each line, the layout is correct. In some program versions, an EPIP file
with multiple logical records for pay data (B records) creates multiple checks. Using this
type of EPIP file is the equivalent of using a second pay data entry screen for the same
employee and same pay number.
A001HMA00201z6

B00367867800410120008000 0130008000 0140008000 0150008000 016 A0008000 z

B0036786780041017 B0008000 z

B00367867800410130004000 026S D 0001000 z

C03000000008000 03100000008000 03200000016000 03400000008000 03500000008000 z

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Example 7 file Layout Table

Table H-14 defines each field from the preceding example.

Table H-14. Example 7 File Layout Table

Field ID/Identifier Represents Length Code Value

Header Record
A Header record 1 A (always fixed)
001 Company code 3 HMA
002 Batch ID 2 01
z End of record 1 z
spaces (14-79 to 66 spaces
fill record to 80
positions)
6 Version number 1 6
Paydata Record
B Paydata record 1 B (always fixed)
003 File number 6 678678
004 Pay number 1 1
012 Regular hours 8 80
013 Overtime hours 8 80

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Example 7 H-43

Table H-14. Example 7 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

014 Regular earnings 8 $80.00
015 Overtime earnings 8 $80.00
016 Hours 3 (1st) 10 A 80
z End of record 1 z
spaces (72-80 to 9 spaces
fill record to 80
positions)
B Paydata record 1 B (always fixed)
003 File number 6 678678
004 Pay number 1 1
017 Hours 3 (2nd) 10 B 80
z End of record 1 z
spaces (29-80 to 52 spaces
fill record to 80)
B Paydata record 1 B (always fixed)
003 File number 6 678678
004 Pay number 1 1
013 Overtime hours 8 40
026 Onetime deduction or 12 SD $10.00
Tax override (1st)
z End of record 1 z
spaces (42-80 to 39 spaces
fill record to 80)
Batch Totals Record
C Batch Totals record 1 C (always fixed)
030 Regular hours 12 80
031 Overtime hours 12 80
032 Hours 3 12 160
034 Regular earnings 12 $80.00
035 Overtime earnings 12 $80.00

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-44 Example 7

Table H-14. Example 7 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

z End of record 1 z
spaces (78–80 to 3 spaces
fill record to 80)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Example 8 H-45

Example 8

The following EPIP file layout illustrates a correct multiple-batch EPIP file. The same
company code must be present in all batches of an EPIP file. Notice that Version number 6
is not necessary in the second Header record.

A001HMA00201z6

B00367867800410120004000 z

B00311111100410120004000 z

Cz

A001HMA00202z

B0036896890041012000400 z

B0037897890041012000400 z

B0039879870041012000400 z

Cz

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Example 8 File Layout Table

Table H-15 defines each field from the preceding example.

Table H-15. Example 8 File Layout Table

Field ID/Identifier Represents Length Code Value

Header Record
A Header record 1 A (always fixed)
001 Company code 3 HMA
002 Batch ID 2 01
z End of record 1 z
spaces (14-79 to 66 spaces
fill record to 80
positions)
6 Version umber n1 6

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-46 Example 8

Table H-15. Example 8 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

Paydata Record
B Paydata record 1 B (always fixed)
003 File number 6 678678
004 Pay number 1 1
012 Regular hours 8 40
z End of record 1 z
spaces (27-80 to 54 spaces
fill record to 80)
B Paydata record 1 B (always fixed)
003 File number 6 111111
004 Pay number 1 1
012 Regular hours 8 40
z End of record 1 z
spaces (27-80 to 54 spaces
fill record to 80)
Batch Totals Record
C Batch Totals record 1 C (always fixed)
z End of record 1 z
spaces (3-80 to fill 78 spaces
record to 80)
Header Record
A Header record 1 a (always fixed)
001 Company code 3 HMA
002 Batch ID 2 02
z End of record 1 z
spaces (14-80 to 67 spaces
fill record to 80)
Paydata Record
B Paydata record 1 B (always fixed)
003 File number 6 689689
004 Pay number 1 1
012 Regular hours 8 40

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Example 8 H-47

Table H-15. Example 8 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

z End of record 1 z
spaces (27-80 to 54 spaces
fill record to 80)
B Paydata record 1 B (always fixed)
003 File number 6 987987
004 Pay number 1 1
012 Regular hours 8 40
z End of record 1 z
spaces (27-80 to 54 spaces
fill record to 80
positions)
B Paydata record 1 B (always)
003 File number 6 987987
004 Pay number 1 1
012 Regular hours 8 40
z End of record 1 z
spaces (27-80 to 54 spaces
fill record to 80
positions)
Batch Totals Record
C Batch Totals record 1 C (always fixed)
z End of record 1 z
spaces (3-80 to fill 78 spaces
record to 80
positions)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-48 Example 9

Example 9

The following EPIP file layout illustrates an incorrect layout because field ID 016 is
duplicated. If two Hours 3 entries are required, you must use field IDs 016 and 017. In the
following file layout and table, the boxed areas indicate the incorrect entries.

A001ANA00201z 6

B00325252500410120004000 0130004000 0140010000 0150010000 016 A0004000 016

B0004

B000 018 C0004000 z

C03000000004000 03100000004000 03200000008000 03300000004000 03400000010000

0350

C0000010000 z

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Example 9 File Layout Table

Table H-16 defines each field from the preceding example.

Table H-16. Example 9 File Layout Table

Field ID/Identifier Represents Length Code Value

Header Record
A Header record 1 A (always fixed)
001 Company code 3 ANA
002 Batch ID 2 01
z End of record 1 z
spaces (14-79 to 66 spaces
fill record to 80
positions)
6 Version number 1 6
Paydata Record
B Paydata record 1 B (always fixed)
003 File number 6 252525
004 Pay number 1 1

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Example 9 H-49

Table H-16. Example 9 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

012 Regular hours 8 40
013 Overtime hours 8 40
014 Regular earnings 8 $100.00
015 Overtime earnings 8 $100.00
016 Hours 3 (1st) 10 A 40
016 Hours 3 (1st) 10 B 40
018 Hours 4 (1st) 10 C 40
z End of record 1 z
spaces (20–80 to 61 spaces
fill record to 80
positions)
Batch Totals Record
C Batch Totals record 1 C (always fixed)
030 Regular hours 12 40
031 Overtime hours 12 40
032 Hours 3 12 80
033 Hours 4 12 40
034 Regular earnings 12 $100.00
035 Overtime earnings 12 $100.00
z End of record 1 z
spaces (14–80 to 67 spaces
fill record to 80
positions)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-50 Example 10

Example 10

The following EPIP file layout illustrates an incorrect layout because there are multiple lines
for the Paydata record, but only one begins with B. The third and fourth lines must begin
with B.

A001XYZ00201z 6

B00325252500410120004000 0130004000 0140010000 0150010000 016 A0004000 017

B0004

000 018 C0004000 019 D0004000 020 E0010000 021 F0010000 022 G0010000 023
H001000

0 024 I0010000 025 J0010000 z

C03000000004000 03100000004000 03200000008000 03300000008000 03400000010000

0350

C0000010000 03600000020000 03700000020000 03800000020000 z

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Example 10 File Layout Table

Table H-17 defines each field from the preceding example.

Table H-17. Example 10 File Layout Table

Field ID/Identifier Represents Length Code Value

Header Record
A Header record 1 A (always fixed)
001 Company code 3 XYZ
002 Batch ID 2 01
z End of record 1 z
spaces (14–79 to 66 spaces
fill record to 80
positions)
6 Version number 1 6
Paydata Record
B Paydata record 1 B (always fixed)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Example 10 H-51

Table H-17. Example 10 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

003 File number 6 252525
004 Pay number 1 1
012 Regular hours 8 40
013 Overtime hours 8 40
014 Regular earnings 8 $100.00
015 Overtime earnings 8 $100.00
016 Hours 3 (1st) 10 A 40
017 Hours 3 (2nd) 10 B 40
018 Hours 4 (1st) 10 C 40
019 Hours 4 (2nd) 10 D 40
020 Earnings 3 (1st) 10 E $100.00
021 Earnings 3 (2nd) 10 F $100.00
022 Earnings 4 (1st) 10 G $100.00
023 Earnings 4 (2nd) 10 H $100.00
024 Earnings 5 (1st) 10 I $100.00
025 Earnings 5 (2nd) 10 J $100.00
z End of record 1 z
spaces (28–80 to 53 spaces
fill record to 80
positions)
Batch Totals Record
C Batch Totals record 1 C (always fixed)
030 Regular hours 12 40
031 Overtime hours 12 40
032 Hours 3 12 80
033 Hours 4 12 80
034 Regular earnings 12 $100.00
035 Overtime earnings 12 $100.00
036 Earnings 3 12 $200.00
037 Earnings 4 12 $200.00
038 Earnings 5 12 $200.00

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-52 Example 10

Table H-17. Example 10 File Layout Table (cont.)

Field ID/Identifier Represents Length Code Value

z End of record 1 z
spaces (59–80 to 22 spaces
fill record to 80
positions)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
 Example 11 H-53

Example 11

The following EPIP file layout illustrates an incorrect layout because the first character of
the file must be an A, B, or C. Even if this file layout did begin with a B, it is still incorrect,
because the file number and Header record are missing.

018 C0004000 019 D0004000 020 E0010000 021 F0010000 022 G0010000 023 H0010000
02

4 I0010000 025 J0010000 z

5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80

Example 11 File Layout Table

Table H-18 defines each field from the preceding example.

Table H-18. Example 11 File Layout Table

Field ID/Identifier Represents Length Code Value

Paydata Record
018 Hours 4 (1st) 10 C 40
019 Hours 4 (2nd) 10 D 40
020 Earnings 3 (1st) 10 E $100.00
021 Earnings 3 (2nd) 10 F $100.00
022 Earnings 4 (1st) 10 G $100.00
023 Earnings 4 (2nd) 10 H $100.00
024 Earnings 5 (1st) 10 I $100.00
025 Earnings 5 (2nd) 10 J $100.00
z End of record 1 z
spaces (26–80 to 55 spaces
fill record to 80
positions)

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
H-54 Example 11

Appendix H: Importing Pay Data in Fixed Length Format

Payroll Processing Guide
Appendix I
Preparing for Year-End Processing on
AutoPay

PAGE TOPIC

I-2 Introduction
I-3 Directly Tipped and Indirectly Tipped Employees
I-4 Long-Term Disability
I-4 Controlled Hours
I-4 Group Term Life (GTL)
I-5 CheckMate
I-7 Purged Employees

Appendix I: Preparing for Year-End Processing on AutoPay

Payroll Processing Guide
I-2 Introduction

Introduction

At the end of the payroll year, ADP will send you a manual that guides you through the
year-end process on AutoPay.

This section provides guidelines for setting up information initially that will help you
prepare along the way for year-end processing on AutoPay. You’ll also learn how to enter
manual checks at the end of the payroll year.

For additional assistance, contact your ADP consultant.

 As you work through the tasks in this appendix, you may have questions about fields on the
panels. From a panel, press F1 (Help) to display a description of the panel fields.

You can often complete a task in the product in multiple ways. For information on interface
shortcuts and tips, refer to the Using ADP Enterprise HR Guide.

Appendix I: Preparing for Year-End Processing on AutoPay

Payroll Processing Guide
 Directly Tipped and Indirectly Tipped Employees I-3

Directly Tipped and Indirectly Tipped

Employees

For year-end processing, tipped employees must have an entry in the Data Control field on
the Autolink Details panel (Payroll ~ Employee Information & Processes ~ Change
Employee Information ~ File Number).

For a description of the

fields on this panel,
press F1.

Figure I-1. Autolink Details Panel

 For detailed information on this panel, see the Hiring, Staffing, and Job Maintenance Guide.
Your employees who are directly tipped must have a T in the first position of the Data
Control field. Indirectly tipped employees must have a TN in the first two positions of the
Data Control field.

Appendix I: Preparing for Year-End Processing on AutoPay

Payroll Processing Guide
I-4 Long-Term Disability

Long-Term Disability

Long-Term Disability (LTD) should not be confused with Non-taxable Third-Party Sick
Pay. Long Term Disability is payment made to an employee after six months of disability.
Reporting Long Term Disability payments to ADP should be discussed with your ADP
consultant. There are differences in taxability, by jurisdictions, and the amounts should be
stored in a different accumulator. Do not report Long Term Disability on Form SP or the
Third-Party Sick Pay panel.

LTD payments are entered through the following process in the Task Manager:

Payroll Cycle ~ Step 2: Enter Pay Period Information ~ Adjustments: Voids Corrections

LTD should not be reported in the Third Party Sick Pay panel. Consult your ADP consultant
if you have questions regarding the input of LTD payments and how it will appear on the
W2.

Controlled Hours

Controlled hours codes can be customized to clear at the end of a specific quarter or at the
end of every quarter. Changes can also be made for individual employees using Paydata
Entry. Use either the Special Entries dialog box or the Controlled Hours dialog box in Pay
Data Entry.

Group Term Life (GTL)

If you are not using the ADP automated Group Term Life (GTL) routine, you have to enter
information in ADP Enterprise HR as a deduction using the Employee Benefits panels or
through Paydata Entry as a memo entry. For additional information, contact your ADP
consultant about setting up the automated GTL routine or about entering deductions and
memo entries in ADP Enterprise HR.

Appendix I: Preparing for Year-End Processing on AutoPay

Payroll Processing Guide
 CheckMate I-5

CheckMate

CheckMate enables you to perform payroll tax calculations that accelerates the distribution
of manual checks to your employees. The CheckMate feature automatically calculates taxes
and net pay and saves the checkinformation when you issue a manual check to an employee.
This information is then transmitted to ADP with your next payroll.

With CheckMate, you can perform the following tasks for issuing manual checks, which
may impact your year-end processing:

• Calculate Taxes for an Existing Employee Using Current Tax Settings

• Calculating Sample Taxes for an Existing Employee
• Calculating Sample Taxes for a Sample Employee
These tasks are described in the sections that follow.

Calculate Taxes for an Existing Employee Using

Current Tax Settings
In CheckMate, calculating taxes for an existing employee using current tax settings is the
default. This option is used to assist in calculating a manual check for an existing employee
who is in both the ADP Enterprise HR database and the AutoPay masterfile. This feature is
not available for new hires that have not been transmitted to AutoPay. Existing employee tax
data and codes simplify the calculation of tax information.

When you calculate the taxes, you can save the information and use it in the Prepaid/Void
dialog boxes in Pay Data Entry. The transactions are transmitted to AutoPay during your
normal payroll processing for updating employee masterfile information.

Calculating Sample Taxes for an Existing

Employee
You can perform “what-if” scenarios for an existing employee using tax information that is
different from what is currently on the employee’s record. For example, you can calculate a
manual check for an employee using a different exemption amount. These calculations
cannot be saved.

 If a 2006 manual check needs to be calculated prior to your first 2006 payroll, you must use
the Existing Employee Sample Tax Settings to determine the correct taxes. When you enter
the pay information be sure to enter the Week Number and the Pay Date that applies to the
payment. Since these pay data entries cannot be saved for automatic transmission to
AutoPay, you must also enter the prepaid check amounts as part of your last 2005 payroll.
The Existing Employee - Current Tax Settings option can then be used after your first 2006
payroll has been processed by ADP.

Appendix I: Preparing for Year-End Processing on AutoPay

Payroll Processing Guide
I-6 CheckMate

Calculating Sample Taxes for a Sample Employee

Use this method to calculate “what-if” scenarios for new hires. These employees exist in the
ADP Enterprise HR database, but they are not in the AutoPay masterfile. This is true for
employees that were hired in the middle of the pay period.

 If you calculate taxes using this mode, you are not prompted for a file number. This means
that in addition to the earnings information, tax information must also be entered. These
calculations are not saved.

Appendix I: Preparing for Year-End Processing on AutoPay

Payroll Processing Guide
 Purged Employees I-7

Purged Employees

Your AutoPay Master Control indicates which employees are eligible for year-end purging
by printing the words “SET FOR PURGE” in the “Personnel” section of the report. You
need to review your AutoPay Master Control carefully.

The criteria for purging employees on AutoPay is that no activity for the employee has
occurred from week number 47 through the end of the payroll year. AutoPay maintains two
years’ worth of employee data in the .ye2 file. For terminated employees, this creates a new
category entitled 'Unusable File Number'. These file numbers (associated with employees
who have a purged status, but have not been terminated for two years) cannot be reassigned
to a new employee. Individual file numbers can be excluded from the purge by changing
their status to “L” for Leave of Absence prior to the purge taking place. ADP Enterprise HR
keeps a list of these file numbers and verifies that these numbers are not assigned to a new
employee.

At year-end, when the file of purged employees is loaded, a row is inserted into the
employee’s record with an action of PRG (Purge File Processed) and a corresponding action
reason code of FNP (File Number Purged).

After the purge, you must treat the purged employees as rehires if you want to pay them.
You must remember that the employee has a record within ADP Enterprise HR, however,
the employee does not have a record on AutoPay. Once the purge is complete and the pay
record is sent to AutoPay, the record will be dropped with the error of “no file number found
on record.”

 ADP Enterprise HR can block the purging of all employees on a pay group level. If you do not
want any employees purged from your AutoPay masterfile, contact your ADP consultant.

Appendix I: Preparing for Year-End Processing on AutoPay

Payroll Processing Guide
I-8 Purged Employees

Appendix I: Preparing for Year-End Processing on AutoPay

Payroll Processing Guide
Index

Symbols accessing 12-7

illustration of 12-7
.DBA file Accumulators task 12-6
loading 15-3 Acquisition Date column 9-43, 9-56
restrictions 15-7 Action field 4-31, 14-18
tables 15-3 Action for All field 14-18
selecting data 15-4 Action option 4-33
# Days field 3-5 Add To 4-33, 4-35
% Deductions button 7-60 None 4-33, 4-35
Replace 4-33, 4-35
Numerics Temp Code 4-33, 4-35
Temp Code option 4-33
3rd Party Sick Pay CSV Files 6-5 Activate Employee FLSA Overtime
3rd Party Sick Pay CSV Files option 6-5 FLSA Overtime check box 16-26
Activate Employee FLSA Overtime
A (ALUTL018) 16-26
Activate Employee FLSA Overtime (ALUTL018)
Account Code task 16-26
column type 7-16 Activate Employee FLSA Overtime panel
Account Number field A-10 accessing 16-26
Accrual Amount column 9-44, 9-57 illustration of 16-26
Accrual Codes column 9-44, 9-57 Active Employees check box 7-44, 13-68
Accrual Effective Date column 9-44, 9-57 Active Hourly Employees without Hours report
Accrual file only option 9-40 (ALPAY010) 19-30
Accrual Profile column 9-42 Active Hourly Employees Without Pay
Accumulator balances (ALPAY010) task 19-30
adjusting 4-64 Active Hourly Employees Without Pay panel
viewing 4-64 accessing 19-30
Accumulator Balances panel illustration of 19-30
illustration of 4-65, 13-101 Add Deductions dialog box
Accumulator Balances task 4-64 accessing 7-59
Accumulator codes and descriptions illustration of 7-59
in CSV files 18-2 percentage deductions 7-60
Accumulator data Add dialog box
Accumulators 12-7 accessing 8-4
Amount 12-7 Archive/Delete/Restore
Description 12-7 accessing 17-5
Number 12-7 illustration of 17-5
Accumulator field 4-65 check images C-4
Accumulators panel

Payroll Processing Guide

i-2 Index

illustration of 8-4 Adjustment field 4-62, 4-65, 4-75, 12-16, 13-101

Add Employee(s) and Field(s) to Send task 15-9 Adjustment Seq
Add Employee(s) panel field requirements for F-28
accessing 15-9 Adjustment Sequence 5-19
illustration of 15-9 Adjustment Sequence field 5-16, 5-19
Add to List button 15-10 Adjustment Sequence Number and Adjustment Date
Add To option 4-33 use 5-19
Add’l Rate check box 14-16 Adjustments
Additional Pay Details panel entering cost number detail 5-10
accessing 14-30 Adjustments area 12-54
illustration of 14-30 Date field 12-54
Additional Rates field 4-38 Sequence field 12-54
Addl WH$ or % field 13-45 Adjustments Summary task
Address column 9-55 accessing 12-56
Address1 column 9-43 ADP Enterprise HR-Masterfile Differences
Address2 column 9-43, 9-55 (ALUTL013) 16-17
Address3 column 9-43, 9-55 ADP Enterprise HR-Masterfile Differences panel
Adjust Benefit Reset Year action 4-60 accessing 16-18
Adjust Ded Amount illustration of 16-18
field requirements for F-11, F-44 ADP payroll file
Adjust Ded Code creating 9-8
field requirements for F-11, F-44 Adv Pay Dt field 4-29, 5-6
Adjust DIA Amounts link 13-80, 13-101 Advance Pay Date
Adjust Federal field requirements for F-13, F-28
field requirements for F-12 AL_MAPPER table
Adjust Lived Local shadowing B-12
field requirements for F-12 ALA #
Adjust Lived State field requirements for F-13
field requirements for F-12 ALA # field
Adjust Local Services 1 allocation number 4-28
field requirements for F-12 ALA Nbr field 13-34
Adjust Local Services 2 All (Include Special Accum) option
field requirements for F-12 manual checks A-8
Adjust Medicare All employees option 9-40
field requirements for F-12 ALPAY001.SQR (Pay Data Summary Report) 19-4
Adjust Soc Sec ALPAY001.SQR (Paydata Summary Report) 4-39
field requirements for F-12 ALPAY002.SQR (Pay Data Detail Report) 19-7
Adjust SUI/SDI ALPAY002.SQR (Paydata Detail Report) 4-42
field requirements for F-13 ALPAY003.SQR (Manual Check Detail
Adjust Worked Local report) 19-14
field requirements for F-13 ALPAY003.SQR (Verification Report) 12-59
Adjust Worked State ALPAY004.SQR (Third Party Sick Pay Detail
field requirements for F-13 report) 19-17
AdjustMate Processing Groups panel ALPAY005.SQR (Automatic Pay Cancellations
accessing 18-3 report) 19-19
illustration of 18-3 ALPAY006.SQR (Total Hours by Job Number
AdjustMate tables report) 19-22
loading 18-2 ALPAY007.SQR (Temporary Department
Adjustment Date 5-19, F-28, F-39 report) 19-24
Adjustment Date field 5-17, 5-19 ALPAY008.SQR (Salaried Employees with Hours
Adjustment DIA Amounts 5-13 report) 19-26
Adjustment Dt field 4-55 ALPAY009.SQR (Salary Change without Earnings

Payroll Processing Guide

 Index i-3

Change report) 19-28 Table) 16-24

ALPAY010.SQR (Active Hourly Employees ALUTL018.SQR (Activate Employee FLSA
without Hours report) 19-30 Overtime) 16-26
ALPAY011.SQR (Inactive Employees with Paydata ALUTL020 (CCI Messaging Mass Send 16-28
report) 19-32 ALUTL021 (Pay Group/Employee
ALPAY012.SQR (Total Hours Outside of Range Synchronization 16-30
report) 19-34 ALUTL022 (Reassign Employee IDs from
ALPAY013.SQR (Print Check) 19-36 SSN) 16-33
ALPAY014.SQR (Deduction Summary by ALUTL027.SQR (Salaried Employee
Deduction Code report) 19-43 Proration) 16-46
ALPAY015.SQR (Deduction Register by Employee Amount (Amt) Code field 13-15
report) 19-45 Amount field 4-32, 4-36, 5-12, 13-55
ALPAY016 report B-20 AND/OR statements 4-12
ALPAY016.SQR (Employee Changes report) 9-9 Archive
ALPAY017.SQR (Deduction Calculation Error prior years only 17-2
report) 19-47 Archive data
ALPAY018.SQR (Deduction Calculation Exception by pay group 17-2
report) 19-49 Archive Files check box 6-6
ALPAY023.SQR (Pay Data/Job Differences) Archive Paycheck Detail/Cumulative Balances
Pay Data/Job Differences Report process
(ALPAY023) 19-51 Archive/Delete/Restore task 17-5, 17-8, 17-12,
ALPAY024.SQR (PTO-Current Cycle Activity) 17-14
PTO Current Cycle Activity Report Archive run controls
(ALPAY024) 19-53 introduction to 17-2
ALPAY026.SQR (Total Hours by Cost Number Archive/Delete/Restore button 17-8, 17-13
report) 19-56 Archive/Delete/Restore panel
ALPAY027.SQR (Temporary Cost Number accessing 17-6, 17-8, 17-12
report) 19-58 completed 17-7
ALPAY02A.SQR (Special Entries/Balance illustration of 17-6, 17-8, 17-12
Adjustments report) 19-11 restoring data
ALPAY033 report accessing 17-14
illustration of 19-66 illustration of 17-14
Alternate Language Message field 3-22 Archive/Delete/Restore process
ALUTL001 (Copy Autolink Pay Group running 17-8
Tables) 16-3 Archive/Delete/Restore task 17-5, 17-8, 17-12,
ALUTL002 (Reset AutoPay New Hires 16-5 17-14
ALUTL002.SQR (Reset AutoPay New Archive/Restore Filename(s) field 17-7, 17-15
Hires) 15-21 Archived payroll data
ALUTL006 (AutoPay Mass Change) 16-7 deleting 17-12
ALUTL007 (AutoPay Local Tax Code Change As of option 9-38
program) 16-10 AS_MAPPED shadow table B-13
ALUTL008(Load FSA Balances) 16-12 AS_MAPPER shadow table B-13
ALUTL011 (Rehire Logically Deleted Ascending option
Employee) 16-13 sort 7-34
ALUTL012.SQR (Print Changes Report) 15-19, Audit trail counts
16-15 record of B-8
ALUTL013 (ADP Enterprise HR-Masterfile Auto Assign Check Number check box A-10
Differences) 16-17 Auto Assign field A-11
ALUTL014 (Import from eTIME 16-21 Auto Balance button 4-18, 9-14
ALUTL015 (Payroll Table Comparison Auto Balance option 4-18
report) 16-22 Auto Balance Totals check box 6-5
ALUTL017 (Update Consolidated Check Auto Balance Totals option 6-14, 14-20

Payroll Processing Guide

i-4 Index

Auto Calc Hourly Rt check box 5-6, 5-7 Automatic Pay

Autolink canceling 4-3, 4-5
utilities 16-1 fields used to generate 4-23
Autolink Controls panel 11-4 when active in Paydata Entry 4-5
accessing 11-4 when not active in Paydata Entry 4-5
illustration of 11-4 Automatic Pay Cancellations (ALPAY005)
Autolink data task 19-20
selecting changes based on AutoPay 15-15 Automatic Pay Cancellations panel
synchronizing data with AutoPay 15-2 accessing 19-20
Autolink DBA Load message dialog box illustration of 19-20
illustration of G-7, G-9 Automatic Pay Cancellations report
Autolink Details panel (ALPAY005) 19-19
accessing I-3 Automatic Pay check box 4-25
Autolink Local Tax Code Change Program AutoPay field 5-12
task 16-10 AutoPay Local Tax Code Change program
Autolink Payroll Number field 8-16, 8-18, 8-21 (ALUTL007) 16-10
Autolink Payroll Processing Cycle AutoPay Local Tax Code Change Program panel
illustration of 1-3 accessing 16-10
Autolink Payroll Processing Overview illustration of 16-10
calculate deductions 1-5 AutoPay Mass Change (ALUTL006) 16-7
calculate/confirm deductions 1-5 AutoPay Mass Change Program
create ADP payroll file 1-6 Copy employee HSA data for matching plans check
employee file maintenance 1-5 box 16-9
load payroll files 1-6 Destination Pay Group HSA Information area 16-9
pay cycle settings 1-5 Original Pay Group HSA Information area 16-9
pay data entry 1-5 AutoPay Mass Change Program panel
receive payroll files 1-6 accessing 16-8
set up for next payroll 1-6 illustration of 16-8
transmit ADP payroll file 1-6 AutoPay Mass Change SQR (ALUTL006) 16-7
Autolink Payroll Run Year field 8-16, 8-21 AutoPay Master Control I-7
Autolink Preferences panel AutoPay Master Control (.AMC) file 10-5
accessing 9-63 AutoPay new hires
illustration of 9-63 resetting 15-21
Autolink Rapid Pay Data Entry window AutoPay to Enterprise Default Mappings
empty view option 9-63
accessing 7-15 Available field 9-32
illustration of 7-15
Autolink Reports process
Generating the Manual Check Detail report
B
(ALPAY003) task 19-14 Backing up data 9-36
Special Entries/Balance Adjustments (ALPAY02A) Badge Effective Date column 9-42
task 19-11 Badge Number column 9-42, 9-55
Third Party Sick Pay Detail (ALPAY004) task 19-17 Bank Account field A-10
Autolink setup areas 1-4 Bank account field A-21
Autolink Standard Hours field 5-26 Bank Account Number field A-18, A-19
Auto-Load Options task 10-13 Bank information
Auto-Load panel setting up 13-5
accessing 10-13 Base Pay Group field 16-23
illustration of 10-14 Basic Pay Group panel
Auto-Load Parameters panel 10-15, 10-16 accessing 11-3
accessing 10-15, 10-18 Batch
illustration of 10-15

Payroll Processing Guide

 Index i-5

insert employees 7-35 illustration of 7-71

Batch balances Batch Totals dialog box
correcting for PFT 9-13 accessing 7-70
Batch Description illustration of 7-70
field requirements for F-13, F-28, F-39 Batch Totals Other Details dialog box
Batch Directory Security by Pay Group option 6-3, accessing 7-72
6-16 illustration of 7-72
Batch Errors Batch Totals panel
correcting 4-20 accessing 4-17
Batch errors illustration of 4-17
correcting for PFT 9-15 Batch totals record
Invalid Direct Deposit Block 9-15 record C H-28
invalid direct deposit block 4-20 BATCHEMP DBA file directory field
Invalid Paycheck Tax Freq/Tax Freq 9-15 location G-4
invalid paycheck tax freq/tax freq 4-20 Batches
Invalid Paycheck Tax Frequency Values for Bonus balancing totals for 4-16
Payrolls 9-15 retroactive pay 14-3
invalid paycheck tax frequency values for bonus selecting employees 14-3
payrolls 4-20 submitting 14-14
Invalid Paycheck Tax Frequency/Tax Frequency viewing summary 14-9
Combinations 9-15 Begin Date 1 field 16-48
invalid paycheck tax frequency/tax frequency Begin Date 2 field 16-47, 16-48
combinations 4-20 Begin Date field 16-47
Manual Check-Duplicate Pay Nbr 9-15 Begin Dt Memo Code field A-9
manual check-duplicate pay nbr 4-20 Beginning Check Numbers field 19-39
Batch Errors panel Beginning Date field 12-16
accessing 4-21, 9-16 Beginning Week Nbr field 12-17
illustration of 4-21, 9-16 Benefit Date column 9-56
Batch folder 6-10, 9-29, 17-10 Benefit Plan column 9-56
Batch ID Benefit-related deductions ii-xx, 8-2
field requirements for F-14, F-29, F-40, F-45 Birth Date column 9-55
Batch ID field 4-8, 4-22, 4-38, 4-39, 5-26, 6-12, Birthdate column 9-43
9-17, 19-8, 19-39 Block All Direct Deposits option 4-27
Batch ID option Block Clock Nbr check box A-6
sorting 4-40 Block Def Comp
Batch Maintenance panel field requirements for F-14
accessing 4-7, 4-14, 4-53, 5-3, 6-8 Block Deferred Comp column 7-26
illustration of 4-7, 4-14, 4-53, 5-3, 6-8 Block deferred compensation
Batch Name field 7-54 adding blocks 7-25
Batch Number field 9-33 Block Deferred Compensation check box 13-33
Batch Process Request dialog box Block Deferred Compensation field 4-27
Expense Request Block Dir Dep
illustration of 6-19 field requirements for F-14
Batch Summary panel Block direct deposit
accessing 14-9 adding blocks 7-25
illustration of 14-9 Block Direct Deposit field 4-27
Batch totals Block Direct Deposits column 7-26
forcing a balance 4-18 Block Employer HSA Contribution check
grand totals 7-73 box 13-41
recalculating 4-16 Block Full Direct Deposit option 4-27
Batch Totals Continued dialog box Block MD % check box
accessing 7-71 Maryland County percent tax calculation 13-49

Payroll Processing Guide

i-6 Index

Bonus Code field 14-30 Cancel Pay

Bonus pay 4-23 field requirements for F-14
Boolean operator CCI Messaging Mass Send (ALUTL020) 16-28
select 7-43 CCI Messaging Mass Send (ALUTL020)
task 16-28, 16-41
CCI Messaging Mass Send panel
C accessing 16-28
Cafeteria 125 (.CAF) file 10-5 illustration of 16-28
Calc Status 14-38 Change Amt field 14-6
Calc Status field 14-19 Change Pct field 14-6
Calculate All option Change Report Options
see Recalculate All option accessing 9-20
Calculate button 13-8, 13-76 Change report options
retroactive pay 14-10 selecting 9-19
Calculate Deductions Change Report Options panel
Autolink Payroll Processing Overview 1-5 illustration of 9-20
Calculate Deductions button 8-10 Changes Report panel
Calculate Deductions panel accessing 15-19, 16-15
illustration of 8-10 illustration of 15-19, 16-15
with Reset check box 8-11 Chapters
Calculate Deductions task 8-9 overview xx
Calculate field 13-15 Check
Calculate/Confirm Deductions viewing taxes, memos, and tax recalculations 12-46,
Autolink Payroll Processing Overview 1-5 12-48
Calculated Base field 8-15, 8-17 Check (.CHK) file 10-5
Calculated deductions Check Counts area 13-16
defined 8-15 Check Date field 19-39
reviewing 8-15 Check detail
Calculated Deductions panel selecting checks to print 12-15
accessing 8-16 selecting checks to view 12-15
illustration of 8-16 viewing 12-14
Calculating deductions viewing a single check 12-41
introduction to 8-2 viewing hours, earnings and deductions 12-23
Calculating your payroll viewing memos and tax recalculations 12-30
generating summary reports 19-1 viewing rate summaries 12-32
Calculation criteria viewing tax information 12-27
defining 13-17 Check Detail - Labor Distribution (.LDF) file 10-3
Calculation Settings panel Check Detail (.DET) file 10-2, 10-10
accessing 13-17 Check Detail task 12-15, 12-19
illustration of 13-17 Check for Excluded Employees check box 7-54
Calculation Status field 8-19 Check images
Calculation Type using C-4
perform gross up 13-62 Check Images panel
Calculation type accessing C-4, C-8, C-10
Modify employee info 13-10 illustration of C-5, C-9, C-10
with existing employee info 13-6 Check Images Security panel
Calendar Year field 13-45, 17-6, 17-8, 17-12, 17-14 accessing C-7
Cancel All DIA check box 4-31 illustration of C-7
Cancel Auto Pay check box 4-25 Check Message field 12-21, 19-39
Cancel Automatic Pay field 19-7 Check Number 5-6, F-29
Cancel DIA check box 4-31 Check Number field 12-16, A-18, A-19, A-21
Check Numbers for Pay Groups with the Same

Payroll Processing Guide

 Index i-7

Transit Nbr/Bank Account area A-11 Enter/Submit Checks task 13-43, 13-62
Check Print Priority 12-22 Manage Requests task 13-70
Check Print Processes process Preload Employees task 13-67
Print Check (ALPAY013) task 19-39 Results task 13-6, 13-8, 13-10, 13-25
Check Printed check box 5-6 Review/Post/Print Checks task 13-77, 13-94
Check Printing process Check-printing security
Check Images task C-4, C-8, C-9 CheckMate 13-4
Manual Check Print Options by Pay Group task A-3, Checks
A-17, A-20, A-21 adjusting 12-55
Check selection changing logos and signatures C-8
R field 12-17 deleting logos and signatures C-9
Check selection data fields 12-17 distributed over multiple departments
Check Selection panel reversing 12-41
accessing 12-15, 12-19, 12-23 implementing logos and signatures C-3
illustration of 12-15, 12-19 Memos/Tax Recalcs information 12-30
Check Stub Message field 3-22 printing 13-93
Check Summary panel reversing 12-41
accessing 12-57 Taxes information 12-27
illustration of 12-57 voiding 5-5
Check to Activate Group area 3-15 CheckView options A-8
Check View Gross and Taxes option A-8
using 12-14 None option A-8
Check View Deduction Code Type option 2-5 City column 9-43, 9-55
CheckMate Clear All DIA Balances check box 4-75, 13-101
entering hours/earnings 13-30, 13-62 Clear DIA Balances check box 4-75, 13-101
entering sample federal tax information 13-43 Clear Entries field 15-10
hypothetical employee Clear Report Data check box 9-69
entering hours/earnings 13-59 Clear work table after load check box G-5
introduction 13-2 Client Authentication screen
performing pay calculations 13-1 accessing 11-6
preloading employees 13-67 illustration of 11-6
requests Clock ID column 9-43
descriptions for 13-13, 13-24 Clock Number column 9-56
results of 13-6, 13-8, 13-10, 13-25, 13-77, 13-94 Close Payroll Cycle process
send and receive calculations 13-65 Set Up for Next Payroll task 10-27
setting up message notification 13-5 Co Code
setting up the logo and signature 13-4 field requirements for F-14, F-29, F-40, F-45
setting up the printer 13-4 Co/File/Dept/Clock/Nbr check box A-6
using 13-3 Code field 4-65
establishing check-printing security for 13-4 Column Heading field 7-22, 7-24
prerequisites for 13-4 Column Headings
setting up bank information 13-5 assign 7-23
year-end processing for I-5 Column types
CheckMate Memos panel description of 7-16
accessing 13-103 Columns
Enter Memo button 13-84 assign headings 7-23
illustration of 13-103 combined earnings
CheckMate panel defining 7-23
accessing 14-42 default values 7-23
illustration of 14-42 display in a view 7-22
CheckMate process entering formulas 7-23
Enter Hours/Earnings task 13-30, 13-59 order 7-23

Payroll Processing Guide

i-8 Index

Columns Exported In timesavr.trn 9-55 illustration of 11-6

Combine accr file option 9-40 Connecticut
Combine Checks into One Stub field 12-21 Filing Status field 13-48
Combined earnings Content field 9-33
columns Control column 4-18, 4-19
defining 7-23 Control field 9-14
Commission pay 4-23 Controlled hours
Communications errors customizing I-4
viewing 9-29 entering 4-58
Communications parameters viewing 12-8
setting up 2-7 Controlled Hours # field 4-59
Company control information Controlled Hours action
setting up 2-9 Adjust Allowed option 4-59
Company logos and digitized signature files Adjust Benefit Annum option 4-59
introduction C-2 Adjust Benefit Cycle option 4-59
Company Seniority Date column 9-43, 9-56 Adjust Benefit Reset Year option 4-59
Compare All Pay Groups check box 16-23 Adjust Taken option 4-59
Compare Employee Data To AutoPay process Replace Allowed/Clear Taken option 4-60
Add Employee(s) and Field(s) to Send task 15-9 Replace Allowed/Retain Taken option 4-60
Review Differences and Select Changes task 15-15 Controlled Hours panel
Compare Employee Data to AutoPay process accessing 4-59, 12-9
Print Changes Report (ALUTL012) task 15-19, completed 4-60
16-15 illustration of 4-59, 12-9
Run/Print Comparison (ALUTL005) task 15-12 Conversion Verification
Select New Hires to Send (ALUTL002) task 15-21 Autolink Payroll Processing Overview
Comparison Process panel Autolink Setup 1-4
accessing 15-12 Convert files 10-25
illustration of 15-12 Convert Payroll Files panel
Complete with Errors message 14-38 accessing 10-25
Complete with Warnings message 14-38 illustration of 10-25
Completed with Errors request Convert Payroll Files task 10-25
recalculate 13-74 Copy 7-10
Concur Expense eXpert data file Rapid Pay Data Entry view 7-29
renaming with EXP extension 6-16 Copy All Tables check box 16-3
Concur Expense eXpert file Copy Autolink Pay Group Tables
importing 6-16 Copy Specific Tables area 16-3
Concurrent Job Off G-11 Copy Autolink Pay Group Tables
Concurrent Job On G-11 (ALUTL001) 16-3
Confirm Deductions button 8-19 Copy employee HSA data for matching plans check
Confirm Deductions panel box 16-9
accessing 8-18 Copy New Data Only option 16-3
illustration of 8-18 Copy Pay Group Files panel
Confirm Deductions task 8-18 accessing 16-36
Confirmed (3) run control 8-6 illustration of 16-36
Confirmed deductions Copy Pay Group Files task 16-36
defined 8-15 Copy Pay Group Information process
Confirming Copy Pay Group Files task 16-36
deductions 8-17 Copy Pay Group Tables (ALUTL001) task 16-3
Confirming your payroll Copy Pay Group Tables panel
generating summary reports 19-1 accessing 16-3
Connect to quickview.adp.com logon screen illustration of 16-3
accessing 11-6 Copy pay groups files

Payroll Processing Guide

 Index i-9

file types 16-36 creating D-3

Copy Preload Name dialog box Custom Export Definitions task D-3
accessing 7-47 Customer mapped fields during DBA Load G-33
illustration of 7-47 Cycle
Copy Request button 13-75 manually load files to ADP Enterprise HR 10-9
Copy to Printer ID dialog monitoring the status 9-3
illustration of A-20 Cycle process
Copy view monitoring 9-3
illustration of 7-29 Cycle processing status
Copy View dialog box changing 9-6
accessing 7-29 Cycle Status field 9-12
illustration of 7-29 Cycle Status panel
Correct file layouts accessing 9-6
examples of F-24, F-36, F-42 illustration of 9-6, B-7
Cost Number
field requirements for F-22, F-34, F-41
Cost number
D
segmented Data
entering data 4-48 backing up 9-36
third party sick pay 4-56 delimiting F-8
Cost number data format requirements F-9
entering 4-43, 4-47 receiving from ADP 10-2
Cost Numbers records F-7
temporary 7-17 Data column 4-69
Cost numbers Data Control column 9-43, 9-56
entering adjustment detail 5-10 Data Default check boxes 13-15
Create ADP Payroll File Data entry
Autolink Payroll Processing Overview 1-6 Rapid Pay Data Entry
Create ADP Payroll File task 9-13, 9-16, 9-20, 9-23 validating 7-69
Create Batch task 14-3 Data Load options G-5
Create Deduction Calculation Records check Data menu
box 10-10, 10-16 Insert Employee 7-35, 7-58
Create Deduction Calculation Records file 10-4 Rapid Pay Data Entry 7-11
Create employee Id from Data Options area G-5
field G-4 Data Options field 16-42
Create Refund button 4-73 Check Detail by Pay Date type 16-42
Cross-Batch Edit Check button 4-21, 9-16 Check Detail by Period End Date type 16-42
Cross-Batch Edit Check confirmation message 4-21 Check Detail by Week Number type 16-42
Cross-Batch Edit Check dialog box Deductions by Week Number type 16-42
illustration of 4-21, 9-17 Deductions by Year type 16-42
CSV file Year to Date Balances by Process Effective Data
performing calculations 7-66 type 16-42
CSV Files 6-5 Data Selection Options
CSV format Calc Salary Rate 2 16-31
exporting data to 10-20, 10-21 Gross Calculation 16-31
Ctrl + F4 keys 4-15 Pay Frequency 16-31
Current Cycle area 14-6 Pay Frequency 2 16-31
Current Cycle panel Data Selection Options area 16-31
accessing 14-41 Data Translation panel
illustration of 14-41 accessing D-5
Custom Columns column 9-44, 9-57 illustration of D-5
Custom export definitions

Payroll Processing Guide

i-10 Index

Data Validate dialog box Ded Forecast Wk2

access to 7-69 field requirements for F-14
illustration of 7-69 Ded Forecast Wk3
Database Comparison (ALUTL013) field requirements for F-14
report output options 15-14, 16-19 Ded Forecast Wk4
Database Load/Synchronize (.DBA) file 10-3 field requirements for F-14
Date Last Worked column 9-44, 9-57 Ded Forecast Wk5
Date Paid field 14-18, 14-19 field requirements for F-14
Date Requested field 13-71 DEDCALC
Date Terminated column 9-55 Correcting error messages 8-14
Date/Time Stamps field 9-32 Error messages
Dates pane correcting 8-14
unscheduled payroll 3-9 introduction to 8-2
Dates panel run control
accessing 3-4, 3-8, 3-11, 3-14 setting up 8-4
illustration of 3-4, 3-8, 3-11 running 8-9
scheduled payrolls DEDCALC warning message B-10
accessing 3-4 Deduction Calculation
Unscheduled Payroll introduction to 8-2
accessing 3-8 reviewing error messages 8-12
unscheduled payroll see also DEDCALC
illustration of 3-12 Deduction Calculation Error report 19-47
DBA effective dating records G-13 Deduction Calculation Error Report (ALPAY017)
DBA Load G-33 task 19-47
tables used G-14 Deduction Calculation Error Report panel
technical overview G-1 accessing 19-47
DBA load illustration of 19-47
editing DBA files G-34 Deduction Calculation Exception report
fields other G-33 (ALPAY018) 19-49
load options G-4 Deduction Calculation Exception Report panel
log messages G-34 accessing 19-49
troubleshooting G-34, G-35 illustration of 19-49
DBA Load log message G-8 Deduction calculation program
DBA Load process running 8-3
file number sort Deduction Calculation Settings area 8-19
Employee option G-10 Deduction Calculation Settings panel
File number descending G-10 accessing 8-5
Job Status in the following order option G-10 illustration of 8-5
DBA Load Results dialog box Deduction Calculation Settings task 8-4
illustration of G-8 Deduction Code field 4-31, 4-75, 5-12, 13-101
DBA Partial Load option G-6 Deduction codes and descriptions
DBA Partial Load Option-Select Employees dialog in CSV files 18-2
box Deduction Confirmation
illustration of G-6 unconfirming deductions 8-20
Decrypt option 10-26 Deduction Groups panel
select files to decrypt 10-26 accessing 3-12, 3-15
Ded Amount illustration of 3-15
field requirements for F-29 Deduction in arrears
Ded Code maintaining balances 4-74
field requirements for F-29 Deduction in Arrears Balance task 4-74
Ded Forecast Wk1 Deduction in Arrears field 4-75, 13-101
field requirements for F-14 Deduction in Arrears panel

Payroll Processing Guide

 Index i-11

illustration of 12-13 Delimiters

Deduction in Arrears task 12-12 examples of F-8
Deduction information Delimiting
entering 5-12 all data F-8
Deduction Messages panel Delimiting information F-8
accessing 8-13 Department Code column 9-56
illustration of 8-13 Department column 12-50
Deduction overrides Department data
adding 13-19 entering 4-43
Deduction Overrides panel entering multiple departments 4-45
accessing 3-12, 3-17, 13-19 Department ID
illustration of 3-17, 13-19 column type 7-16
Deduction Register by Employee report 19-45 Departments
Deduction Run Control Missing message 8-14 temporary 4-49
Deduction Summary by Deduction Code working in multiple 4-45
report 19-43 Dept Entry Date column 9-43, 9-56
Deduction Verification Detail (ALPAY015) Dept Number field 5-8
task 19-45 Descending option
Deduction Verification Detail panel sort 7-34
accessing 19-45 Description field 18-3, A-18
illustration of 19-45 Destination Pay Group HSA Information area 16-9
Deduction Verification Summary (ALPAY014) Ded Cd field 16-9
task 19-43 HSA Plan field 16-9
Deduction Verification Summary panel Memo Code field 16-9
accessing 19-43 Destination Pay Group/Group Name field 16-4
illustration of 19-43 DIA Adj Amt field 13-80
Deductions DIA Adjustment Amounts field 5-12
calculated DIA Balances panel
reviewing 8-15 accessing 4-75, 13-101
confirming 8-17 illustration of 4-75
overriding 4-30 DIA YTD Amt field 13-80
overriding individual 3-17 Difference column 4-18
unconfirming 8-20 Differences ID field 15-13, 15-15, 16-18
Deductions area 13-80 Disburse Lien Deductions check box 5-12
Deductions panel Dismiss button 9-33, 9-35
accessing 4-30, 5-12, 13-55 Dismissed by field 9-33
illustration of 4-30, 5-12, 5-13, 13-55 Dismissed field 9-32
Deductions to Activate group 13-19 Distribution Detail - Retro panel
Deductions to Deactivate group 13-19 accessing 14-34
Default Value option 7-25 illustration of 14-34
Define Preload area 7-43 Distribution Number area 14-34
Delete (no archive) option 17-13 Do Not Calc PR Allowance check box
Delete Check/YTD Balances/Deductions Puerto Rico 13-49
(ALUTL026) task 16-44 Do Not Calculate Federal field 13-45
Delete Check/YTD Balances/Deductions panel Do Not Calculate Soc Sec/Med field 13-45
accessing 16-42 Do Not Extend Indicator check box 14-30
completed 16-43 Do Not Load Deductions option 9-64
Data Options field 16-42 Documentation
illustration of 16-42 conventions xxv
Delete Old Local Tax Code check box 16-10 related guides xxiv
Delete run controls
setting up 17-12

Payroll Processing Guide

i-12 Index

E producing a formatted audit trail listing B-8

Employee Changes Report (ALPAY016) task 9-11
Earn Code 13-35 Employee cumlulative data
Earn Code field 14-20 wages and taxes 12-3
Earned Income Credit Status field 13-45 Employee cumulative data
Earnings accumulators 12-6
adjusting 5-3 controlled hours 12-8
entering regular 4-23 deduction in arrears balances 12-12
Earnings 3 Amount goal balances 12-10
field requirements for F-15 viewing 12-3
Earnings 3 Code Employee data
field requirements for F-15 viewing cumulative data 12-3
Earnings 4 Amount Employee Deductions
field requirements for F-15 adding 7-58
Earnings 4 Code Employee Exclude List
field requirements for F-15 accessing 7-39
Earnings 5 Amount illustration of 7-39
field requirements for F-15 Employee File Maintenance
Earnings 5 Code Autolink Payroll Processing Overview 1-5
field requirements for F-16 Employee First Name column 9-55
Earnings Amount option 7-25 Employee ID
Earnings area 13-79 column type 7-16
Earnings Code field 7-25 Employee ID column 9-55
Earnings Type field 4-30 Employee ID field 8-16, 14-12, 16-33
Edit View Employee ID option A-7
field descriptions 7-30 Employee info
illustration of 7-30 viewing 7-38
Edit View dialog box 7-24, 7-26, 7-31 Employee Info dialog box
accessing 7-20, 7-31, E-3 accessing 7-38
example of right click 7-21 illustration of 7-38
illustration of 7-20, 7-31, E-3 Employee information
Edit Views option 7-25 viewing
Options menu 7-19 rates 4-37
EE Information panel standard hours 4-37
accessing 4-37 Employee Last Name column 9-55
illustration of 4-37 Employee level information
Effective Date area 9-38, 9-51 in CSV files 18-2
Effective Date column 9-55 Employee maintenance 4-2
Effective Date field 9-49, C-13 Employee Middle Initial column 9-55
Effective Dates field 9-67 Employee Name option
Effective dating G-13 sorting 4-40
Effective Rate field 14-30 Employee pay data
Effective Termination Date column 9-42 adjusting 12-1
Eject Page after each employee check box 16-18 introduction to viewing 12-2
Email Address column 9-43 reversing 12-1
EMPL_RCD_NBR G-10 viewing 12-1
Emplid/Rcd# field 14-18, 14-20 viewing a single check 12-41
Employee Employee Pos Rate column 9-56
search 7-56 Employee records
Employee Changes Audit Report (ALPAY016) displaying from a batch 4-14
viewing B-20 Employee Search dialog box
Employee Changes Audit Report SQR (ALPAY016) accessing 7-56

Payroll Processing Guide

 Index i-13

illustration of 7-56 Import Pay Information task 6-4

Employee Selection 14-5 Paid Time Off Balances task 4-58, 4-61, 4-64
Employee Selection area 14-6 Special Entries task 4-69
Employee Status column 9-55 Workers’ Compensation Fee Refund task 4-71
Employee tables Enter/Submit Checks task 13-30, 13-43, 13-62
used by PFT B-4 Entering tax detail
Employee TLM data for multi-jurisdictional employees 5-14
exporting for non-multi-jurisdictional employees 5-14
TAA028.SQR D-2, D-3 Enterprise eTime employee TLM data
Employee Type column 9-43, 9-56 exporting 9-37
Employees Entry Nbr field 4-25
hiring 4-2 Entry Number field 13-33, 13-41
insert into a batch 7-35 EPIP 6-2
paying a previously terminated employee 4-5 EPIP Import Results dialog box
promoting 4-2 illustration of 6-10, 9-29
terminating 4-3 EPRETIME.TRN file
deduction calculations 4-4 column names
final paycheck 4-5 Accrual Amount 9-44
transferring 4-3 Accrual Codes 9-44
year-end processing for directly and indirectly Accrual Effective Date 9-44
tipped I-3 Accrual Profile 9-42
Employer Identification Number check box A-7 Acquisition Date 9-43
Employer Onetime HSA Amount field 13-41 Address1 9-43
Employment Record Number field 8-16 Address2 9-43
Encrypt option 10-26 Address3 9-43
Encrypted check box C-6, C-14 Badge Effective Date 9-42
Encrypted image file.HP@ file C-6 Badge Number 9-42
End Date 2 field 16-47 Birthdate 9-43
End Date field 16-47 City 9-43
End Dt Memo Code field A-9 Clock ID 9-43
End of the load process Company Seniority Date 9-43
Load process Data Control 9-43
end of G-8 Date Last Worked 9-44
Ending Check Numbers field 19-39 Dept Entry Date 9-43
Ending Date field 12-16 Effective Termination Date 9-42
Ending Week Nbr field 12-17 Email Address 9-43
Enter Adjustments Employee Type 9-43
Voids/Corrections task 5-3 Expected Return Date 9-44
Enter Differences ID field 16-15 First Name 9-42
Enter Differences ID/Pay Group field 15-19 FLSA O/T Indicator 9-43
Enter Earnings column 7-60 FLSA Status 9-42
Enter New or Existing RPDE View field 6-6 FT Expected Amount 9-43
Enter Pay Information task 4-7, 4-14, 6-8, 6-12 Group Schedule 9-42
Enter Pay Period Information Group Schedule Effective Date 9-42
Enter Pay Information task 6-8 Hire Date 9-42
Load Merit/Bonus Pay Information (ALUTL019) ID Number 9-42
task 6-12 Job Entry Date 9-43
Enter Pay Period Information process Labor Levels 9-42
Enter Adjustments Last Name 9-42
Voids/Corrections task 5-3 Manager ID 9-43
Enter Pay Information task 4-7, 4-14 Manager’s Full Name 9-43
Import Expense eXpert Payments task 6-16 Middle Name 9-42

Payroll Processing Guide

i-14 Index

New ID Number 9-42 Exemptions or Exempt Dollars fields 13-48

New Person Type 9-42 EXP pay data import file layouts
Pay Rule 9-42 examples F-45
Person Type 9-42 Expected Return Date column 9-44, 9-57
Phone Number 9-43 Expense File Load dialog box
Probation Date 9-44 accessing 6-18
PT Expected Amount 9-43 illustration of 6-18
Rehire Date 9-43 Expense Request
Retirement Date 9-44 Batch Process Request
Service Date 9-43 illustration of 6-19
Social Security Number 9-43 Export Data To CSV File dialog box 7-64
State 9-43 Export Data to CSV File dialog box
State Tax Code 9-43 accessing 7-64
Status 9-42 illustration of 7-64
Terminal Group 9-42 Export Definition panel
Time Entry 9-42 accessing D-4
Time Zone 9-42 illustration of D-4
TLM Effective Date 9-42 Export Details panel
Union Code 9-43 accessing D-4
Userfield1-10 9-43 illustration of D-4
Wage Profile 9-42 Export Labor Levels
Wage Rate 9-42 Effective Date area 9-46
Zip 9-43 Export Labor Levels to Enterprise eTIME (TAA032)
epretime.trn file 9-39, 9-41 task 9-45
EQ - EeTime Queue, EeTIME Interface Queue Export Payroll Files panel
option 9-39, 9-46 accessing 10-21
Error Description field 4-22, 9-17 Decrypt option 10-26
Error logs Encrypt option 10-26
viewing 9-29 illustration of 10-21
Error messages Export Payroll Files task 10-21
pay data import F-46 Export to AdjustMate task 18-5
reviewing 8-12 Export to Enterprise eTIME panel
scrolling through multiple 8-13 accessing 9-38
Error/Warning Messages link 14-24 illustration of 9-38
ESS (Event Scheduling System) 8-5 Export to eTIME panel
ESS file accessing 9-49
downloading 3-4, 10-3 illustration of 9-45, 9-49
eTIME Employee Export (TAA026) task 9-49 Export to eTime panel
eTIME Employee Export panel completed 9-49
illustration of 9-38 Export to TimeSaver
eTIME employee file Accrual File Only option 9-52
exporting 9-50 Demographic File Only option 9-52
eTime employee TLM data Process area
exporting 9-48 All employees option 9-53
Event Scheduling System file Modified employees only option 9-53
description of 10-3 Selection Criteria
downloading 3-4 Clock Number/Thru 9-53
Exception Hourly check box 16-32 Department ID/Thru 9-53
Exclude check box 4-72 Location Code/Thru 9-53
Exclude Future Hires/Rehires check box 7-44, Pay Group Processing 9-53
13-68 Payroll Dept Number/Thru 9-53
Exemptions field 13-45 Selection Criteria area 9-53

Payroll Processing Guide

 Index i-15

Separate Demogr/Accr file only option 9-52 field names

Export to TimeSaver panel delimiting F-8
accessing 9-51 Field Reference field 4-22, 9-17
completed 9-54 Field requirements F-10, F-39
illustration of 9-51 pay data import files F-11, F-28, F-39, F-44
Exporting files Fields
to AdjustMate 18-2 list of EXP pay data import F-44
Exporting Labor Levels to Enterprise eTime list of pay data import F-10, F-27, F-39
eprlbrlv.trn file 9-48 File #
External pay data field requirements for F-16, F-30, F-40, F-45
error messages H-17 invalid F-25, F-38, F-43
file specifications H-7 File formats
batch totals record H-15 supported F-4
Batch Totals record file layout H-16 File layouts
correcting errors H-23 examples of EXP pay data import F-45
EPIP file layout table H-26 examples of pay data import F-24, F-36, F-42
examples of file layout H-24 incorrect examples of pay data import F-25
field requirements H-4 multiple records for one file number F-25
field-level errors H-18 one-time deduction adjustment F-24, F-45
filename H-4 regular hours F-24, F-36, F-37, F-42
header record H-5 File menu
header record file layout H-6 Rapid Pay Data Entry 7-9
logical and physical records H-4 File Name After Mass Change field 16-8
master example H-24 File Name Before Mass Change field 16-8
overview H-4 File Nbr field 4-10, 4-15, 4-22, 4-72, 5-4, 7-35,
record layout H-8 9-17, 14-12, 14-19
record level errors H-22 File Number
validation record H-5 invalid F-25, F-38, F-43
viewing import results 6-9 File Number column 9-55
External Pay Input Program (EPIP) 6-2 File Number option
sorting 4-40
File numbers
F resequencing 16-7
Family Leave Ins field 13-39, 13-48 File Path field 9-39, 9-46
availability 13-39 File type requirements
Family Leave Insurance block option 5-22 copying pay group files
Fed Tax Block Company Control Information Files
field requirements for F-30 (CCD) 16-38
Federal field 4-33, 5-15 DBLoad File (DBA) 16-40
Taxes area 4-55 Detail File (DET) 16-39
Federal panel Labor Distribution File (LDF) 16-39
accessing 13-44 Pay File (PAY) 16-37
illustration of 13-44 Wage Garnishment File (WGU) 16-38
Federal Tax Year-to-Date File (YTD) 16-40
field requirements for F-30, F-40 File with extension field 6-9, 9-29, 17-10
Federal tax block option 5-22 Files
Federal Tax Status Changes area 13-39 manually loading to ADP Enterprise HR 10-9
FICA (SS+Medicare) field 13-56 receive automatically from AutoPay
Field field 4-65 message notification 10-12
Field mapping rules for DBA Load G-25 overview 10-12
Field mappings and rules for DBA Load G-16 prerequisites 10-12
setting up 10-13

Payroll Processing Guide

i-16 Index

Files of Type Future Hires/Rehires check box 7-44

macro file .HP@ C-13
macro file .HPR C-13
Filing Status field 13-45, 13-47, 13-51
G
Connecticut 13-48 General Ledger Interface (.GLI) field 10-3
Filtered option 14-5 General panel
Final paycheck accessing 13-58
to prevent issuing 4-5 illustration of 13-58
Find button 7-14 Generic SQR Utility panel
Rapid Pay Data Entry 7-51 accessing 10-19
Find dialog box Generic Sqr Utility panel
accessing 7-55 illustration of 10-19
illustration of 7-55 Generic SQR Utility task 10-18
Up option 7-55 Goal Balances panel
Find Next button 7-55 accessing 12-11
Find What field 7-55 Amount to Date field 12-12
First ID to load button G-6 Deduction Code field 12-11
First Name column 9-42 Description field 12-11
Fixed File Format option 6-5 Goal Balance field 12-12
Fixed Format File 6-5 Goal Limit field 12-12
FLSA O/T Indicator column 9-43 illustration of 12-11
FLSA Overtime check box 13-58 Limit Nbr field 12-11
FLSA overtime employees Pay Period Ded Amt field 12-11
fields used 4-24 Pay Period Ded Pct field 12-11
FLSA Overtime Indicator column 9-56 Week Number field 12-11
FLSA Status column 9-42, 9-56 Goal Balances task 12-10
Font Esc Sequence field A-18 Grand totals 7-73
for Pay Group field 15-10 Grand Totals dialog box
Forcing the batch to balance 4-18 accessing 7-73
Forecasted Deduction Weeks fields 4-31 hours/earnings 7-73
Formula Wizard illustration of 7-73
formula examples E-5 miscellaneous 7-76
formula rules E-5 taxes 7-75
general E-5 Gross and Taxes option
formulas manual checks A-8
errors E-7 Gross field 14-30
functions E-8 Gross Pay field 13-79
Formula Wizard dialog box Gross up calculations
illustration of E-4 entering earnings 13-62
Formulas Group by Batch ID check box 4-40, 19-5, 19-8,
columns 7-23 19-15
From Period End Date field 16-25 Group Cycle Status panel
From Year field 14-12 accessing 9-5
FT Expected Amount column 9-43 illustration of 9-5
Funds Disburse Group Schedule column 9-42
requirements for F-30 Group Schedule Effective Date column 9-42
Funds Disbursement check box 5-12 Group Term Life (GTL) I-4
FUTA Tax Block Groups
requirements for F-30 processing 2-3
Futa tax block option 5-22 setting up for payroll processing 2-3
Future Hires/Rehires Guides
check box 13-68

Payroll Processing Guide

 Index i-17

see Documentation C record H-28

for Labor Distribution equal to N/A or Department
accessing 4-15
H illustration of 4-18, 4-25, 5-5, 9-18, H-25
Header records F-7 illustration of for PFT 9-14
Health Care Cost (ALPAY033) panel Labor Distribution equal to Cost Number
accessing 19-64 accessing 4-15
illustration of 19-64 PR Job #
Health Care Cost (ALPAY033) task 19-64 accessing 4-44
Health Care Cost panel illustration of 4-44
illustration of 19-65 Temp Cost Nbr
Hide accessing 4-47
Social Security Number A-7 illustration of 4-47
SSN Option 19-8, 19-12 Temp Dept Nbr
Hide SSN for State panel accessing 4-46
illustration of A-13 illustration of 4-46
Hire Date column 9-42, 9-55 Temp Rate and Temp Dept
Home Cost Number field 13-58 accessing 4-50
Home Department Number field 13-58 illustration of 4-50
Horizontal Position are A-18 Hours/Earnings Summary
Hourly check box 16-32 Sample Data link 13-44
Hourly Employees check box 7-43, 13-68 Hours/Earnings Summary panel
Hours accessing 13-7, 13-11, 13-31, 13-44, 13-75
adjusting 5-3 gross-up 13-63
entering regular 4-23 Calculate button 13-64
Hours 3 Amount illustration of 13-7, 13-8, 13-11, 13-31
field requirements for F-16 copied request 13-75
Hours 3 Code gross-up calculation 13-63
field requirements for F-16 hypothetical employee 13-60
invalid F-26, F-38 sample
Hours 4 Amount illustration of 13-44
field requirements for F-16 Hours/Earnings/Deductions information 12-24
Hours 4 Code Hours/Earnings/Deductions panel
field requirements for F-16 illustration of 12-24
Hours and earnings codes viewing hours, earnings, and deductions
in CSV files 18-2 accessing 12-24
Hours column 9-56 Hrs/Erns/Deds panel
Hours Field 3 area A-9 reversing check
Hours Field 4 area A-9 accessing 12-53
Hours Fields area A-9 illustration of 12-53
Hours option 7-25 Single Check
Hours/Earnings column 7-24 accessing 12-42
Hours/Earnings columns 7-16 illustration of 12-42, 12-43
Hours/Earnings Detail panel HSA (Health Savings Account) contribution
accessing 13-33 blocking 13-41
illustration of 13-33 HSA Plan field 16-9
Hours/Earnings panel Hypothetical employee
accessing 4-18, 4-25, 5-5 entering hours/earnings 13-59
Header and Pay Data records H-25
adjustments
completed 5-9

Payroll Processing Guide

i-18 Index

I Include in Current Cycle check box 6-5

Include in Current Cycle option 6-14, 14-20
ID Number column 9-42 Include in Current Pay Cycle check box 7-53
Ignore check box 15-17 Include owned batches only check box 19-18, 19-29
Image Description field C-5, C-13 Include Terminated Employees check box 16-31
Image Number field C-5 Incorrect file layouts
Image Type field C-5, C-13 examples of F-25
Custom type C-13 Information field 9-33
Import CSV File dialog box Information panel
accessing 7-65 accessing 5-26
illustration of 7-65 illustration of 5-26
Import Expense eXpert Payments task 6-17 Insert Employee
Import from eTIME (ALUTL014) 16-21 Data menu 7-35
Import from eTIME panel Insert Employee option
accessing 16-21 Data menu 7-58
Import Pay Information task Invalid file number F-25, F-38, F-43
accessing 6-4 Invalid Hours 3 code F-26, F-38
Import Type area 6-5 Invalid pay data import file F-25, F-37, F-43
Imported pay data Invalid Paycheck Tax Freq/Tax Freq 9-15
viewing 6-8 Invalid Paycheck Tax Frequency Values for Bonus
Importing external pay data 6-3 Payrolls 9-15
Importing pay data Invalid Paycheck Tax Frequency/Tax Frequency
diagram of F-3 Combinations 9-15
In Progress (4) run control status 8-6
Inactive Employees With Paydata (ALPAY011)
task 19-32 J
Inactive Employees With Paydata panel Job Code
accessing 19-32 column type 7-16
illustration of 19-32 Job Cost #
Inactive Employees with Paydata report field requirements for F-17, F-30
(ALPAY011) 19-32 Job cost data
Inbound Message Detail panel entering 4-43
payroll notification temporary departments 4-49
accessing failed 9-34 temporary rate 4-49
accessing successful 9-32 Job Cost Detail link 14-24
illustration for failed 9-34 Job Cost Number field 13-33
illustration of successful 9-32 Job Detail - Retro panel
Include batches for current pay cycle only 19-32, accessing 14-36
19-34 illustration of 14-36
Include Batches for Current Pay Cycle Only check Job Entry Date column 9-43, 9-56
box 4-39, 9-22, 19-5, 19-8, 19-18, 19-22, Job Information for Existing Rate Change
19-24, 19-29, 19-31 area 14-13
Include batches for current pay cycle only check Action Date field 14-13
box 19-15 Action field 14-13
Include batches owned by current operator Job EffDt field 14-13
only 19-32, 19-52 Job EffSeq field 14-13
Include batches owned by current operator only Reason Code field 14-13
check box 4-39, 19-8 Reports To field 14-13
Include batches owned by the current operator only Job Number check box 4-28
check box 19-15 Job Number Detail link 14-36
Include Column Names check box 10-22 Job Number field 13-36
Include field 4-8

Payroll Processing Guide

 Index i-19

Jobcost # field 13-86 Live in State option 4-34

Jobs Live in State tax block option 5-22
working in multiple 4-43 Live Local Tax Block
field requirements for F-30
Live Payroll check box 11-4
K Live State Tax Block
Keys table field requirements for F-30
used in PFT B-7 Lived In area 13-50
Lived Local Tax
field requirements for F-30
L Lived State Tax
Label field 9-39, 9-46 field requirements for F-30
Labor - Hours/Earnings/Deductions panel Load Date field 9-74, 15-5
labor distribution details by department Load DBA Progress dialog box
illustration of 12-36 illustration of G-7
Labor - Hrs/Ern/Ded panel Load Deductions Using Selected Defaults
accessing 12-35, 12-50 option 9-63
department number Load Effective Date field 10-15
accessing 12-35, 12-50 Load Enterprise from DBA Files dialog box
labor distribution allocations by department illustration of G-4
illustration of 12-35, 12-50 Load External Paydata panel 6-18
labor distribution details by department accessing 6-4
illustration of 12-51 illustration of 6-4
Labor - Rate Detail panel Import Expense eXpert Payments
accessing 12-52 accessing 6-17
Labor - Taxes/Memos panel illustration of 6-17
accessing 12-38, 12-51 Load File button 6-7, 6-18
labor distribution details by department Load File field 10-14
illustration of 12-38, 12-39, 12-51, 12-52 Load Files dialog box
Labor distribution detail accessing 9-67, 10-11
viewing 12-14 illustration of 9-67, 10-11
viewing deduction details 12-35 WGD
Labor Distribution field 4-28 accessing 9-74
Labor hours/earnings/deduction information 12-36 illustration of 9-74
Labor Levels column 9-42 Load Files panel
Labor rate detail information 12-40 accessing 10-9
Labor taxes, memos, and recalcs information 12-38 illustration of 10-9
Laser Transmittal (.LTR) file 10-5 Load from database check box G-5
Last Assigned ID/Number group 16-33 Load FSA Balances(ALUTL008) 16-12
Last Check # field 3-5, A-11 Load Image button C-6, C-9, C-13
Last Check # Used field A-10 Load Master File Information process
Last ID to Load button G-6 Load WGD File task 9-71, 9-73
Last Name column 9-42 Load Masterfile Information process
Last Update by field 14-41 Partial Data Load task 15-4
Liens check box 4-29 Load Merit/Bonus Pay Information (ALUTL019)
Autolink Controls panel 5-6 task 6-12
Live in Loc field 4-34 Load Merit/Bonus Pay panel
Live in Local tax block option 5-22 accessing 6-12
Live in State illustration of 6-12
Ohio 4-35 Load Options area G-5
Live in State field 5-17 Load options details G-7
Load panel

Payroll Processing Guide

i-20 Index

accessing 9-67 M
illustration of 9-67
WGD file Macro Number field C-5, C-10
accessing 9-74 Manage Request Template task 13-25
illustration of 9-74 Manage Requests task 13-70
Load partial data Management Report Files area 10-7
Process Options area 15-5 Description of file 10-7
Load Payroll Files File Prefix 10-7
Autolink Payroll Processing Overview 1-6 File Type 10-7
Load Payroll Files task 10-9 Select check box 10-7
Load Retirement Services File task 9-64, 9-66 Management reports
Load WGD File task 9-71, 9-73 specifying which to download 2-7
Load/Merit Bonus Pay panel Management Reports file 10-3
illustration of 6-15 Manager ID column 9-43
Loaded Rapid Pay Data Entry dialog box Manager’s Full Name column 9-43
illustration of 7-46 Manual Check CSV Files 6-5
Local (Lived in) field 13-56 Manual Check CSV files
Local (lived in) tax data 13-53 viewing 6-9
Local (Worked in) field 13-56 Manual Check CSV Files option 6-5
Local (worked in) tax data 13-52 Manual Check Detail panel
Local 2 field 4-55 accessing 19-15
Local field 4-55, 13-39 illustration of 19-15
Local panel Manual Check Detail report (ALPAY003) 19-14
access 4-34 Manual Check Numbers panel
accessing 13-52 illustration of A-10, A-11
illustration of 13-52 Manual Check Print Options by Pay Group task A-3
Local Service column 7-27 Manual Check Print Options panel
Local Tax Code Change Utility (ALUTL007) 16-10 accessing A-4
Locations folder 6-10, 9-29, 17-10 illustration of A-4
Log file Manual Check-Duplicate Pay Nbr 9-15
created during PFT B-8 Manual Checks
Logically Deleted Rehire (ALUTL011) task 16-13 Statement Print Options A-6
Logically Deleted Rehire panel Manual Checks field A-8
accessing 16-13 All (Include Special Accum) option A-8
illustration of 16-13 Gross and Taxes option A-8
Logo Manual Checks panel
customizing your printer to use digitized logo A-24 accessing 14-32
security for C-7, C-15 illustration of 14-32
Logo images Mappable Fields panel
checks C-4 illustration of B-13
Logos Maryland County Percent field 13-49
changing image files C-8, C-16 Mask
deleting from check process C-9 Social Security Number A-7
deleting from report process C-18 Mass Change SQR 16-7
implementing for checks C-3 Mass Change utility
implementing for reports C-11 features 16-7
Long-Term disability I-4 using the utility 16-8
Look In field 7-65 Master Control
Lower Limit field 19-35 see AutoPay Master Control
Masterfile conversion
Autolink Payroll Processing Overview
Autolink Setup 1-4

Payroll Processing Guide

 Index i-21

Masterfile data Edit View 7-13

loading 15-3, 15-7 Exit 7-10
tables 15-3 Export 7-12
selecting 15-4 File 7-9
Masterfile differences Fill Column 7-11
determining B-16 Find, Find Next 7-11
Masterfile maintenance Help 7-13
processing B-12 Import 7-12
Match case check box 7-55 Insert Employee 7-12
Match whole word check box 7-55 Insert Row 7-11
Max Chk # field A-11 Insert Row W/Empl 7-11
Maximum Check Number field A-11 New 7-9
Meal Factor field 13-46 Open 7-9
Med Tax Block Options 7-13
requirements for F-31, F-40 Paste 7-10
Medicare (only) field 13-56 Preload 7-12
Medicare field 4-33, 5-15 Print 7-10
Taxes area 4-55 Refresh Data 7-12
Medicare Tax Save 7-9
field requirements for F-31, F-40 Save As 7-10
Medicare tax block option 5-22 Search 7-9
Memo Amount Show EE Exclude List 7-13
field requirements for F-17, F-31 Show Results in Excel 7-12
when missing in a record F-26 Sort 7-12
Memo Code Sort by Order Entered 7-12
field requirements for F-17, F-31 Totals 7-12
Memo Code field 4-36, 5-24, 13-103, 16-9 Validate 7-11
Memo codes Menus
in CSV files 18-2 accessing 7-9
Memo panel Message field 4-72
accessing 14-29 Message Monitor panel
illustration of 14-29 accessing 9-31, 9-34
Memos payroll notification
entering 4-36, 5-24 failed 9-34
Memos area 13-80 illustration of failed 9-34
Memos panel illustration of successful 9-31
accessing 4-36, 5-24 successful 9-31
illustration of 4-36, 5-24 Messages
Memos/Tax Recalcs panel Deduction Run Control Missing 8-14
accessing 12-30 error
illustration of 12-30 correcting 8-14
Menu reviewing 8-12
Add Deduction 7-12 Messages panel
Clear Column 7-11 accessing 3-12, 3-22, 13-74, 14-38
Close 7-10 illustration of 3-22, 13-74, 14-39
Copy 7-10 MICR Line area A-18
Custom Sort 7-12 MICR printer IDs
Cut 7-10 adding A-17
Data 7-11 copying A-20
Delete Row 7-11 deleting A-21
Dept. or Cost Number 7-13 overview of defining and maintaining A-17
Edit 7-10 MICR Printer Override field 2-6

Payroll Processing Guide

i-22 Index

MICR Printers task A-17, A-20, A-21 New PDE Batch Options area 14-20
Middle Name column 9-42 New Person Type column 9-42
Miscellaneous panel Next button 15-17
accessing 4-19 Next Check Number field
illustration of 4-19 updated A-11
Missing memo amount F-26 No. rows for each Employee field 7-45
Modified employees only option 9-40 Non-benefit deductions 8-2
Modify Batch Information task H-15 None option 4-33
Modify Batch Totals task 4-17, H-28 Non-Resident % field 13-49
Modify Cycle Status task 9-6 Non-Taxable Earnings
Modify employee field requirements for F-40
retroactive payments 14-11 Not Accessed in RPDE option 6-14
Modify employee info option 13-15 Not Paid panel
Modify Employee panel accessing 14-43
accessing 14-12 illustration of 14-43
illustration of 14-12 Notice panel
Modify Pay Information task 4-25, 4-44, 4-45, 4-47, illustration of 13-66
4-49, H-25
Modify Pay Period Information process
Modify Pay Information task 4-24, 4-44
O
Multi Jurisdiction check box 4-55 O/T Earnings
Multi-Jurisdiction Report (.MTX) file 10-5 field requirements for F-17, F-31
Multiple messages O/T Hours
scrolling through 8-13 field requirements for F-17, F-31
Multiple records for one file number Ohio
example of F-25 Live in State 4-35
Work in State 4-35
Old Local Tax Code field. 16-10
N One Page Per Check check box A-8
Name field 4-72, 19-9 One Page per Check check box 19-41
Navigation Onetime check box 7-59
Rapid Pay Data Entry 7-7 One-time deduction adjustment file
Net Amount field 13-15 example of F-24, F-45
Net Pay Onetime option 4-32
field requirements for F-31 Only Calculate Where Needed check box 8-7
Net Pay field 4-54, 13-79 Only Calculate Where Needed option 8-6
Net to Gross Calculation check box 14-31 Open dialog box 7-51
Net to gross calculations accessing 7-53
entering earnings 13-62 illustration of 7-53
New dialog box Rapid Pay Data Entry 7-53
accessing 7-14, 7-51 Operator
illustration of 7-14, 7-51 boolean operator
Rapid Pay Data Entry 7-51 select 7-43
New Group area 3-16 Operator Access button 7-20
New hires Operator field 4-12, 13-68
resetting 16-5 Operator/Class field C-15
New ID Number column 9-42 Options field 9-40
New Local Tax Code field 16-10 Options menu 7-19
New Mexico panel Rapid Pay Data Entry 7-13
completed 4-73 Show Employee Info option 7-38
illustration of 4-72 Original Hire Date column 9-55

Payroll Processing Guide

 Index i-23

Original Pay Group HSA Information area 16-9 Page Break option 9-69
Ded Cd (deduction code) field 16-9 Paid Cost column 12-50
HSA Plan field 16-9 Paid Time Off Balances
Memo Code field 16-9 Vac, Sick, Other task 4-58
Original/Recalculated panel Paid time off balances
accessing 14-27 entering 4-58
illustration of 14-27 Paid Time Off Balances task 4-58, 4-61, 4-64, 12-8
Original/Recalculated task 14-26 Paid time off reports
Original/Recalculation Details link 14-23 running 19-53
Originator field 9-32 Paid time-off balances
Other Begin Date viewing 12-8
field requirements for F-18, F-32 Parameters field 10-15
Other Earnings Amount Partial Data Load
field requirements for F-31 Data Selection Options area 15-5
Other Earnings Code Partial Data Load panel
field requirements for F-32 accessing 15-4
Other End Date illustration of 15-4
field requirements for F-18, F-32 Partial Data Load task 15-4
other fields G-33 Partial load check box G-6
Other Hours Amount Password field 9-26, 9-65, 10-7, 11-11
field requirements for F-32 Pay #
Other Hours Code field requirements for F-18, F-33, F-40
field requirements for F-32 Pay adjustment
Other PD Begin/End Dates fields 5-7, 13-35 Memo Code field 5-24
Other Period Begin/End Dates fields 4-29 Pay Begin Date
Other Period Dates area 13-79 field requirements for F-28, F-33
Other Period Dates panel 12-25, 12-28, 12-31, Pay Begin Date field 19-39
12-34, 12-44, 12-47, 12-49 Pay calculations
Out of balance batches adding
reasons for 4-16 deduction overrides 13-19
Out of Sequence button 3-5, 3-11 special effects 13-20
Out of Sequence Payroll area requests
accessing 3-11 creating 13-13
Out of sequence payrolls 3-10 defining 13-13, 13-17
Override field 13-49 Pay Check Tax Freq
Override for Output Directory Path field 10-22 field requirements for F-18
Override option 4-32 Pay Cycle Settings
Override Pay Begin Dates check box 16-48 access 3-3
Override Position Data check box 4-28 Autolink Payroll Processing Overview 1-5
Overriding Pay Cycle Settings task 3-3, 3-10, 3-14
tax amounts and reciprocity 4-33 Pay data
Overwrite old data check box G-5 bonus pay 4-23
Overwrite Old Information check box 9-74 choosing a filename F-5
commission pay 4-23
diagram of import sequence F-3
P entering
Page Break check box 16-31 detail information 13-33
Page Break field 9-12, 9-20 for existing employee 13-29
Dept/Loc option 9-21 hours and earnings 13-30
Employee option 9-20 sample deductions 13-55
None option 9-20 sample information 13-42
sample local tax information 13-52

Payroll Processing Guide

i-24 Index

sample prior balances 13-56, 13-58 accessing 4-39, 19-4

sample state tax information lived in 13-50 illustration of 4-39, 19-4
sample tax information 13-43, 13-47 Select Sort Options area 4-40
temporary tax 13-38 Pay Data Summary Report (ALPAY001) 19-4
entering and modifying 4-23 Pay Data Summary Report (ALPAY001) task 4-39,
EPIP 6-2 19-4
filename to use F-5 Pay Date 1 3-5
import file layouts F-7 Pay Date 1 field 9-33
importing in CSV format F-1 Pay date 2 field 3-5
importing in EXP format F-1 Pay Date field 3-5, 4-72, 8-19, 12-4, 12-7, 12-9,
loading from external sources 6-2 12-11, 12-13
preloading employee information 13-67 Pay End Date
process of importing F-3 field requirements for F-33
processing B-17 Pay End Date 1 field 8-5, 8-18
supported file formats F-4 Pay End Date 2 field 8-5, 8-19
transmitting xviii, ii-xx, 9-2 Pay End Date field 19-39
vacation pay 4-23 Pay file
viewing external pay data import results 6-9 created during PFT B-7
Pay data batches Pay Group Access field C-8, C-15
balancing batch totals 4-16 Pay Group column 2-4, 9-55
introduction to 4-6 Pay Group Cycle Status panel
Pay Data Detail panel accessing 9-3
accessing 19-7 illustration of 9-3
illustration of 19-7 Pay Group field 4-22, 6-5, 8-16, 9-11, 9-17, 9-33,
Pay Data Detail Report (ALPAY002) 19-7 15-15, 18-3, 19-39, A-11
Pay Data Detail Report (ALPAY002) task 19-7 Pay group files
Pay Data Entry copying 16-36
Autolink Payroll Processing Overview 1-5 file type requirements 16-37
Pay data entry tables Pay Group Information 16-32
used by PFT B-5 Pay group level information
Pay data import in CSV files 18-2
troubleshooting information F-46 Pay Group link A-12
Pay data import file layouts Pay Group Merge 16-7
examples F-24, F-36, F-42 Pay Group Options task 9-62, 11-3
incorrect examples of F-25 Pay Group Spin Off 16-7
multiple records for one file number F-25 Pay Group Summary task 9-3
one-time deduction adjustment F-24, F-45 Pay Group table
regular hours F-24, F-36, F-37, F-42 used in PFT B-7
Pay data import files Pay Group(s) field 15-14, 16-19
components of F-7 Pay Group/Employee Synchronization
data records F-7 (ALUTL021) 16-30
delimiters F-8 Pay Group/Employee Synchronization (ALUTL021)
diagram of components F-7 panel
field requirements F-10, F-39 accessing 16-31
header records F-7 Pay Group/Employee Synchronization (ALUTL021)
invalid F-25, F-37, F-43 task 16-30
layout of F-7 Pay Group/Employee Synchronization panel
types of records F-7 illustration of 16-31
Pay data input reports Pay Group/Group Name area 16-47
running 4-39, 4-42, 19-4, 19-7, 19-36 Pay Group/Group Name field 8-18, 8-21, 16-27,
Pay data records H-7 16-47, 19-65
Pay Data Summary panel Pay Group/Processing Group field 9-49

Payroll Processing Guide

 Index i-25

Pay groups displaying an employee record from within 4-14

multi-jurisdictional preloading groups of employees into 4-11
temporary tax 13-38 Payroll checks
setting up for payroll processing 2-3 selecting your printer A-15
Pay Groups process Payroll cycle
Pay Group Options task 11-3 setting up for 10-27
Pay Grp field 4-72 Payroll data
Pay Nbr field 4-22, 4-25, 9-17 archiving 17-1, 17-4
Pay Number field 5-26, 7-44 deleting 17-1
Pay Period Begin Date field 12-20 deleting archived payroll data 17-12
Pay Period End Date field 8-16 restoring 17-1, 17-14
Pay period information Payroll field 8-18
entering 4-1 Payroll files
Pay rates converting 10-24
changing 4-2 downloadable from ADP 10-2
temporary hourly rate 4-49 downloading from AutoPay 10-2
Pay Rule column 9-42 exporting from ADP Enterprise HR
Pay Statement Balances area A-8 downloading 10-21
Pay Statement Detail area A-8 exporting from EHRMS downloading 10-20
Pay Statement YTD Balances area A-8 Payroll Nbr field 16-48
Print DIA Balances for Manual Checks check Payroll Notification Message Statuses table 9-30
box A-8 Payroll Number field 9-33, 12-4, 12-5, 12-7, 12-9,
Pay Status field 14-19 12-11, 12-13
Pay Terminated Employees option 6-14 Payroll process
Pay Type column 9-56 Active Hourly Employees Without Pay (ALPAY010)
Paycheck Tax Freq field 6-14, 13-34 task 19-30
Paycheck Tax Frequency field 4-26, 5-6, 14-30 Automatic Pay Cancellations (ALPAY005)
Paychecks task 19-19
adjusting 12-55 Deduction Calculation Error Report (ALPAY017)
not issuing to a terminated employee 4-5 task 19-47
reversing 12-41 Deduction Calculation Exception (ALPAY018)
Paydata/Job Differences report (ALPAY023) task 19-49
task 19-51 Deduction Verification Detail(ALPAY015)
Paydata/Job Differences Report panel task 19-45
accessing 19-51 Deduction Verification Summary (ALPAY014)
illustration of 19-51 task 19-43
Paygroup Frequency column 9-56 Inactive Employees with Paydata
PayGroup/Group Name field 4-72 (ALPAY011) 19-32
Payments Submitted task 14-40 Pay Data/Job Differences report (ALPAY023)
Payroll task 19-51
message notification 9-30 Salaried Employees with Hours (ALPAY008)
modifying a scheduled payroll run 3-3 task 19-26
notification Salary Change without Earnings Change
failed 9-34 (ALPAY009) task 19-28
successful 9-31 Temporary Cost Number (ALPAY007) task 19-58
transmitting to AutoPay 9-25 Temporary Department (ALPAY007) task 19-24
Payroll # field 3-8 Total Hours by Cost Number (ALPAY026) 19-56
Payroll batch totals Total Hours by Job Number (ALPAY006) 19-22
generating 7-70 Total Hours Outside of Range (ALPAY012)
Payroll batches task 19-34
accessing 4-6 Payroll processing
adding employees to 4-9 out of sequence 3-10

Payroll Processing Guide

i-26 Index

Payroll Quick View - Internet Screen comparing differences B-16

reports to be downloaded employee tables B-4
illustration of 11-9 illustration of program architecture B-3
Payroll Quick View - Internet screen Keys table B-7
accessing 11-7, 11-8 log file B-8
illustration of 11-7, 11-8 Pay data entry tables B-5
Payroll Register (.REG) file 10-5 pay file B-7
Payroll runs Pay Group table B-7
adding an additional 3-7 processing transmittal B-11
modifying 3-1 program architecture B-3
unscheduled 3-7 program flow B-9
Payroll Sequence Number field 14-27 report file B-8
Payroll Status field 14-18, 14-20 setting up/validating B-10
Payroll Summary (.SUM) file 10-5 shadow process
Payroll Table Comparison panel illustration of B-15
accessing 16-23 overview B-12
illustration of 16-23 shadow tables B-5
Payroll Table Comparison Report technical overview B-1
Base Pay Group field 16-23 troubleshooting B-18
Compare All Pay Groups check box 16-23 wage garnishment upload file B-8
Payroll Table Comparison report what to do if aborts B-20
(ALUTL015) 16-22 PFT messages
Payroll Table Comparison Report (ALUTL015) record of B-8
task 16-23 PFT program flow
Payroll Year field 12-16, 12-17 illustration of process B-9
Payrolls PFT warning message
scheduled 3-3 if DEDCALC and DEDCONFIRM not run B-10
Pennsylvania local service tax code PFTerror message
Rapid Pay Data Entry prior to terminating B-10
Local Service column 7-27 PG field 14-19
Pennsylvania local services tax code 4-35 Phone Number column 9-43, 9-55
Action field 4-35 PLD check box 4-26, 5-6, 13-34
Amount field 4-35 Populate Check Report Table check box 10-10
CheckMate Position Code column 9-56
Local panel 13-53 Post Adj
Local Services 1 field 4-35 CheckMate
Local Services 2 field 4-35 posting 13-98
prior year-to-date tax amounts 13-57 Post Check Options dialog box
Rapid Pay Data Entry 7-27 post adjustment
Percentage deductions accessing
add 7-60 13-98
Percentage field 13-55 illustration of 13-98
Perform gross up PR Job # field 4-28, 4-44, 4-46, 4-50, 5-8
Calculation Type 13-62 Preferences
Perform Gross Up Calculation check box 13-15 defining at the user level 2-5
Period End Date area 3-5 Preferences panel
Period End Date field 12-4, 12-7, 12-9, 12-11, accessing 2-5
12-13 illustration of 2-5
Period End Dates fields 3-5 Preload
Person Type column 9-42 deleting 7-49
PFT Preload button 4-8, 7-45
after shadowing is complete B-14

Payroll Processing Guide

 Index i-27

Preload Employees field 14-5 Primary Tax Codes

Preload Employees panel use 5-15
accessing 4-12, 13-67 Print
completed 13-68 logo A-24
illustration of 4-12, 13-67 signature A-24
Preload Employees task 13-67 Print Changes Report (ALUTL012) task 15-19,
Preload Filter panel 16-15
illustration of 14-7 Print Check (ALPAY013) 19-36
Preload Groups of Employees task 4-11 Print Check (ALPAY013) panel
Preload Name column 7-62 accessing 19-39
Preload Name field 7-43 illustration of 19-39
Preload Name list 7-61 Print Check (ALPAY013) task 19-39
Preload Only area 7-43 Print Check Options dialog box
Preload Operation dialog box accessing 12-20, 13-94
accessing 7-61 illustration of 12-20, 13-94
illustration of 7-61 Print Check(s) button 13-9
Preload Operations dialog box Print Check(s) option
accessing 7-42, 7-46, 7-47, 7-49 CheckMate
illustration of 7-42, 7-46, 7-47, 7-49 accessing 13-94
Preload to Rapid Pay Data Entry dialog box Print Company Phone Number check box 19-40
accessing 7-42, 7-48 Print Company Phone Number field 12-22, 13-96
illustration of 7-42, 7-48 Print files numbers for which no differences found
Preloading data check box 16-18
future hires/rehires 4-12 Print Final Pay File Update option 9-11
only active employees 4-12 Print One Page Per Check (Y/N) 12-21
only hourly employees 4-12 Print Priority field 19-41
Prepaid/voids Print Priority option A-8
entering 5-2 Print Rate Detail check box 19-41
memos 5-24 Print Rpt/Create File button 14-19
processing B-17 Print Stub(s) button 12-20
Prepare for Transmission (PFT) Print Sub-Totals option 9-69
process 9-8 Print YTD Balances field 12-21, 19-40
see also PFT Printer
technical overview B-1 preparing A-16
Prepare for Transmission (PFT) program Printer ID field A-18, A-20
description of B-2 Printers panel
Prepare for Transmission panel accessing A-18, A-19, A-20, A-21, A-22
accessing 9-10, 9-13, 9-23 illustration of A-18, A-19, A-20, A-21, A-22
illustration of 9-11, 9-13, 9-16, 9-20, 9-23 Printing
Pre-PFT Data Check (ALPAY030) panel spreadsheet 7-40
illustration of 9-22 Printing checklist A-16
Preview Error Correction Notice option 11-11 Prior balances
Preview of MICR Print Codes area A-19 adjusting 4-61
Preview Payroll Register option 11-10 viewing 4-61
Preview Statistical Summary option 11-11 Prior Balances panel
Preview WGPS Employee Deduction accessing 13-56
Register 11-11 illustration of 4-62, 13-56
Preview WGPS Payee Register 11-11 Prior Balances task 4-61
Preview WGPS Verification Report option 11-11 Prior Deferred Compensation area 4-62, 4-63
Previous button 15-17 Prior Pay Group and File Number area 4-62, 4-63
Primary Codes 5-17 Prior Pennsylvania Local Services Tax area 4-62,
Primary Codes area 5-15 13-57

Payroll Processing Guide

i-28 Index

LST 1 field 4-63 Purged employees I-7

LST 2 field 4-63 Pychk Tx Frq field 14-24, 14-33
Prior Period Overtime Hours area A-9
Prior SUI Tax Code area, 13-57
Prior SUI/SDI Tax Code area 4-62
Q
Prior Taxable Wages area 4-62 Qtr Adjustment field 12-4, 12-7, 12-9, 12-11, 12-13
Prior Taxes and Credits area 4-62, 4-63 Quarter field 3-9
Prior YTD Deferred Compensation area 13-57 Quarter Number field 12-16, 12-17
Prior YTD Wages area 13-56, 13-57 Quarter/Year field 12-5, 12-7, 12-9, 12-11, 12-13
Probation column 9-56 Quarterly/Year-End Purge (.YEP) file 10-4
Probation Date column 9-44, 9-57 Quick Select area 7-43
Process area 9-40, 9-53, 9-74 Quick View download message box
Overwrite Old Information check box 9-74 accessing 11-9
Run Audit Only check box 9-74 illustration of 11-9
Process Employees with Incomplete Tax Records Quick View Payroll option 3-5
check box 9-49 QuickView
Process log accepting pay groups 11-12
viewing 17-10 activating 11-3
Process Name field C-4, C-10 Client Preview option 11-2
Process Options area introduction to 11-2
clear work table after load check box 15-5 Priority Preview option 11-2
Include employee data in log check box 15-5 rejecting pay groups 11-12
load from database check box 15-5 reports
Run audit only check box 15-5 downloading from the Receive Files panel 11-10
Save after each employee check box 15-5 introduction to 11-5
Process Payroll process viewing on the web 11-5
Create ADP Payroll File task 9-23 viewing perquisites 11-5
Pre-PFT Data Check (ALPAY030) task 9-21 viewing through the QuickView panel 11-6
Transmit ADP Payroll File task 9-25 using 11-1
Processing cycle status QuickView check box 11-4
viewing 9-3 QuickView on Request check box 11-4
Processing Group Summary task 9-5 QuickView panel
Processing Groups panel Accept All button 11-13
accessing 2-4 Accept option 11-13
illustration of 2-4 accessing 11-12
Processing Pay Data message B-17 Cycle Status field 11-13
Processing Prepaid/Void message B-17 illustration of 11-12
Processing Special Entries message B-16 Pay Group/Description field 11-13
Processing Third Party Sick Pay message B-17 PE Date 1 field 11-13
Processing Transmittal message B-11 Reject All button 11-13
Producing payroll batches Reject option 11-13
introduction 7-50 Transmit Responses button 11-13
Program flow Week # field 11-13
for Prepare for Transmission (PFT) program B-9 QuickView Payroll check box 11-4
Proration QuickView task 11-12
salaried employees 16-46
PT Expected Amount column 9-43
PTO-Current Cycle Activity Report panel
R
accessing 19-53 R field 12-17
illustration of 19-53 Rapid Pay Data Entry
Puerto Rico Batch Totals Continued dialog box
Do Not Calc PR Allowance check box 13-49

Payroll Processing Guide

 Index i-29

Control amounts 7-71 Rapid Pay Data Entry payroll batch

Difference column 7-71 saving
Batch Totals dialog box Payroll batch
Control amounts 7-70 Rapid Pay Data Entry
Difference column 7-70 saving 7-52
block deferred compensation 7-25 Rapid Pay Data Entry payroll batches
block direct deposit 7-25 creating 7-51
creating views entering data 7-50
data entry features 7-37 entering employee data 7-57
data entry exporting a CSV file 7-63
validating 7-69 importing a CSV file 7-65
Data menu 7-11 opening 7-53
Insert Employee 7-35 performing calculations in a CSV file 7-66
defining columns for Pennsylvania local services preloading data 7-61
tax 7-27 showing data in Microsoft Excel 7-63
Edit View dialog box Rapid Pay Data Entry preload
example of right click 7-21 copying 7-46
employee creating 7-42
search 7-56 Rapid Pay Data Entry spreadsheet 7-52
Enter New or Existing RPDE View field 6-6 Rapid Pay Data Entry spreadsheet data
entering pay data 7-2 sorting 7-33
features 7-33 Rapid Pay Data Entry status bar
File menu 7-9 using 7-37
Find button 7-51 Rapid Pay Data Entry Toolbar
Grand Totals dialog box 7-73 illustration of 7-7
introduction 7-2 Rapid Pay Data Entry view
navigation 7-7 copying 7-29
New dialog box 7-51 creating 7-19
Not Accessed in RPDE option 6-14 deleting 7-32
Open dialog box 7-53 editing 7-30
Options menu 7-13 Rapid Pay Data Entry window
preload illustration 7-52
deleting 7-49 Rapid Pay View Name field 6-14, 6-17
editing Rate 1 thru 3 field 4-38, 5-26
Preload 7-47 Rate Cd field 13-34
preloading data 7-61 Rate Change
prompt function 7-35 calculation type 14-4
Rapid Pay View Name field 6-14, 6-17 Rate Code
right mouse click options 7-8 field requirements for F-19
security Rate Code field 4-25, 4-28, 4-50
setting up 7-3 Rate Detail field A-8
Show EE Exclude List 7-39 All Employees option A-8
Sort menu 7-12 Exclude Salaried option A-8
Sort menu options 7-34 None option A-8
State Tax Code check box 7-28 Rate field 5-7
Temporary Cost Number Rate Information (View Detail) 12-33
F4 access 7-18 Rate Information (View Summary) 12-33
transaction files Rate Information area
opening 7-53 Detail area 13-81, 13-84
Validate command 7-69 Summary area 13-81
Rapid Pay Data Entry Panel 7-54 Rate Information panel

Payroll Processing Guide

i-30 Index

illustration of 13-80 Rehire Date column 9-43, 9-56

Rate Summary panel Rehire Logically Deleted Employee
illustration of 12-32, 12-48 (ALUTL011) 16-13
Rate summary section of a check detail panel 12-33 Repl Ded Amount
Rate Type field 14-12 field requirements for F-19
Rates Repl Ded Code
viewing 4-37 field requirements for F-20
RD - Rpt Directory, Report Directory option 9-39, Repl Federal
9-46 field requirements for F-20
Reassign Employee ID from SSN panel Repl Lived Local
Run Audit Only check box 16-34 field requirements for F-20
Reassign Employee IDs from SSN Repl Lived State
(ALUTL022) 16-33 field requirements for F-21
Reassign Employee IDs from SSN panel Repl Local Services 1
illustration of 16-34 field requirements for F-21
Recalculate Repl Local Services 2
Completed with Errors request 13-74 field requirements for F-21
Recalculate All option 8-6 Repl Medicare
Receive File button 9-65 field requirements for F-21
Receive Files panel Repl Soc Sec
accessing 10-7, 11-10 field requirements for F-21
illustration of 10-7, 11-10 Repl SUI/SDI
Receive panel field requirements for F-21
accessing 9-65, 9-66 Repl Worked Local
illustration of 9-65, 9-66 field requirements for F-21
WGD file Repl Worked State
accessing 9-72, 9-73 field requirements for F-21
illustration of 9-72, 9-73 Replace Existing Data option 16-3
Receive Payroll Files Replace Full Year check box 10-10
Autolink Payroll Processing Overview 1-6 Replace option 4-33
Receive Payroll Files task 10-6, 11-10 Report Criteria type 9-40
Received field 9-32 Report criteria type 9-40
Receiving data from ADP 10-2 Report file
Receiving pay data created during PFT B-8
setting up communications parameters 2-7 Report Images panel
Reciprocity field 13-49 accessing C-12, C-16, C-18
Record types illustration of C-12, C-14, C-17, C-18
pay data import files F-7 Report Images Security panel
Records older than field 16-25 accessing C-15
Reduced W/H $ field 13-48, 13-51 illustration of C-15
Reduced Withholding Report Label field 4-40, 9-11, 9-69, 15-14, 16-19,
availability 13-48 19-5, 19-8, 19-15, 19-34, 19-63
Refund Amount field 4-73 Report Outputs dialog box 6-9
Refund Amt field 4-72 accessing 9-29, 17-10
Reg Earnings illustration of 6-9, 9-29, 17-10
field requirements for F-19, F-33 with files listed
Reg Hours illustration of 17-10
field requirements for F-19, F-33 Report Parameters field 10-19
Regular hours and earnings Report Printing processes
entering 4-23 Report Images task C-12
Regular hours file Report Records with Send Status of field 15-19,
example of F-24, F-36, F-37, F-42 16-15

Payroll Processing Guide

 Index i-31

Report Type area 9-11 sample state tax lived in information 13-50
Print Final Pay File Update option 9-11 sample state worked in information 13-47
Run Audit Only option 9-11 recalculating 13-74
Reports results 13-93
implementing logo images C-11 accessing 13-77
QuickView 11-5 copying 13-99, 13-100
Request Description panel distribution details 13-90
accessing 13-14 job cost details 13-85, 13-88
illustration of 13-14, 13-24, 13-28 memo entries 13-103
Request information printing a check 13-93
accessing 13-72 Required and optional table build
Request results Autolink Payroll Processing Overview
accessing 13-77 Autolink Setup 1-4
copying 13-99 Resequencing file numbers 16-7
printing a check 13-93 Reset AutoPay new hires (ALUTL002) 16-5
using 13-93 Reset AutoPay New Hires (ALUTL002) task 16-5
copying 13-100 Reset AutoPay New Hires panel
distribution details 13-90 accessing 16-5
job cost details 13-85, 13-88 illustration of 16-5
memo entries 13-103 Reset check box 8-11
Request summary Reset Year column 4-60
accessing 13-70 Restore run control
using 13-70 setting up 17-14
Request Summary panel Restrict Access check box 6-6, 7-20, 7-24, 7-53
accessing 13-70 Restrict Access option 6-14
copied request 13-75 Restrict field 4-8
illustration of 13-70 restrictions 15-7
copied request 13-75 Results by Week task 14-22
Request Description link 13-75 Results Detail (Distribution) panel
Request template accessing 13-90
copy 13-26 cost number
delete 13-27 accessing 13-88
edit 13-28 illustration of 13-88
Request to Receive Files message Results Detail (Job Cost) panel
accessing 10-8 accessing 13-86
illustration of 10-8 Results Detail pane
Request to Receive Files submitted message 9-65 Total Earnings 13-83
Requests Results Detail panel
adding accessing 13-79, 13-83
deduction overrides 13-19 illustration of 13-79, 13-83
special effects 13-20 distribution 13-90
creating 13-13 job costing 13-86
defining Other Period Dates 13-83
calculation criteria 13-17 Total Deductions 13-83
request descriptions 13-13 Total Memos 13-83
deleting 13-73 Total Taxes 13-83
entering Results Summary panel
sample deductions 13-55 accessing 13-9, 13-77, 14-18
sample federal tax information 13-43 illustration of 13-9, 13-77, 14-18
sample information 13-42 Results Summary task 14-17
sample local information 13-52 Retain Batch check box 6-6
sample prior balances 13-56, 13-58 Retain Batch for Future Payrolls check box 7-53

Payroll Processing Guide

i-32 Index

Retain Batch option 6-14, 14-20 Preload Filter panel

Retain existing pay begin/end dates check illustration of 14-7
box 19-37, 19-39 request not paid 14-43
Retain field 4-8 results by week
Retirement Date column 9-44, 9-57 Error/Warning Messages link 14-24
Retirement Services Data Import Log (ALPAY022) Job Cost Detail link 14-24
task 9-69 Retro Pay Distribution link 14-23
Retirement Services Data Import Log panel Results Summary panel
accessing 9-69 illustration of 14-18
illustration of 9-69 Retro Pay Detail panel 14-23
Retirement Services file 10-4 Review/Submit Batch panel
Retirement Services Import illustration of 14-15
file naming convention 9-67 Selection Criteria panel 14-4
Retro Calc Type field 14-4 Submit Payment panel 14-20
Retro Earnings field 14-35 submitting 14-14, 14-17
Retro Earns field 14-24 summary results
Retro Effective Date field 14-12 Print Rpt/Create File button 14-19
Retro End Dt field 14-12 viewing
Retro Hours field 14-24, 14-35 additional details 14-30
Retro Pay Detail panel distribution 14-34
illustration of 14-23 manual checks 14-32
Retro Pay Distribution Detail link 14-23 memos 14-29
Retro Rate field 14-24, 14-35 original/recalculated data 14-26
Retroactive Pay results by week 14-22
viewing batch summary 14-9 viewing CheckMate information 14-42
Retroactive pay 4-23 viewing messages 14-38
Retroactive payments Return button 9-33
Additional Pay Details panel 14-30 Reverse Check task 12-42
Batch ID Reverse Fringe Benefit Taxability check box 13-45
detail information 14-10 Reversing a check 12-41
Batch Summary panel Review Calculated Deductions task 8-15
illustration of 14-9 Review Deduction Messages task 8-12
Batch Summary task 14-9 Review Deductions Not In Program panel
CheckMate panel 14-42 accessing 19-60
creating a batch 14-3 Review Deductions Not In Program report
selecting employees 14-3 (ALPAY028) task 19-60
current cycle information 14-40 Review Differences and Select Changes panel
Current Cycle panel 14-41 accessing 15-16
Distribution Detail - Retro panel 14-34 illustration of 15-16
Job Detail - Retro panel 14-36 Review Differences and Select Changes task 15-15
Manual Checks panel 14-32 Review Payroll Results process
Memo panel 14-29 Export Payroll Files task 10-21
messages 14-38 Load Payroll Files task 10-9
Messages panel 14-39 Receive Payroll Files task 10-6
Modify Employee 14-11 Review/Post/Print Checks task 13-9, 13-77
Modify Employee panel Review/Submit Batch
illustration of 14-12 accessing 14-15
modifying an employee 14-11 Review/Submit Batch panel
New PDE Batch Options area 14-20 accessing 14-15
Not Paid panel 14-43 illustration of 14-15
Original/Recalculated panel 14-27 Review/Submit Batch task 14-14
Original/Recalculation Details link 14-23 Reviewing

Payroll Processing Guide

 Index i-33

error messages 8-12 Salaried check box 16-32

Right mouse click options Salaried Employee Proration (ALUTL027) 16-46
Rapid Pay Data Entry 7-8 Salaried Employee Proration (ALUTL027)
Role field 9-32 task 16-47
Roll Changes Forward check box 16-31 Salaried Employee Proration panel
Roll data forward check box G-5 accessing 16-47
Roll Old Data Forward check box G-5 illustration of 16-47
RPDE Salaried Employees check box 7-43
see Rapid Pay Data Entry Salaried Employees With Hours
RROP Ind check box 14-31 (ALPAY008) 19-26
Run Audit Only check box 6-6, 6-17, 9-40, 9-74, Salaried Employees With Hours panel
16-26, 16-28, 16-42, 16-47 accessing 19-26
Run audit only check box illustration of 19-26
Partial Data Load panel 15-3 Salaried Employees with Hours report
Run Audit Only option 6-14, 9-11 (ALPAY008) 19-26
Run Control ID field 6-4, 6-17, 9-38, 9-45, 9-51, Salary Change without Earnings Change
10-19, 16-42, 16-47 (ALPAY009) task 19-28
Run Control Id field 19-65 Salary Change without Earnings Change report
Run controls (ALPAY009) 19-28
for archive, delete, restore 17-3 SalOT Rate field 14-24
introduction to 17-2 Sample deduction information
setting up entering 13-55
delete run control 17-12 Sample local information
restore run control 17-14 entering 13-52
understanding 17-3 Sample prior balance
Run Date Plus option 9-39, 9-46 entering 13-56, 13-58
Run For All Pay Groups check box 16-42 Sample state lived in information
Run for All Pay groups check box 17-6 entering 13-50
Run Prepare For Transmission button 9-24 Sample state worked in information
Run Prepare for Transmission button 9-14 entering 13-47
Run Reports and Verify Payroll Input process Sample tax information
Pay Data Detail Report (ALPAY002) task 19-7 entering 13-43
Pay Data Summary Report (ALPAY001) task 4-39, Save & Preload button 7-45
19-4 Save after every employee check box G-5
PTO-Current Cycle Activity Report (ALPAY024) Save after every employee option G-7
task 19-53 Save as CheckMate Request Template check
Run Type field 17-6, 17-13, 17-15 box 13-16
Archive All and Delete option 17-6 Save As dialog box
Archive Check Data and Delete option 17-6 accessing 7-52
Archive YTD Data and Delete option 17-6 Save as dialog box
Run Verification Report (ALPAY003) task 12-59, illustration of 7-52
19-15 Schedule button 6-4, 6-17, 9-41, 9-54
Run Year field 8-18 Schedule Payrolls area 3-4
Run/Print Comparison (ALUTL005) task 15-12 Schedule Processes panel
accessing 16-48
Scheduled button 3-4, 3-5, 3-15
S Scheduled check box 6-4, 6-6, 6-17, 6-18
Sal OT Rt field 14-28 Scheduled Payroll area 3-5
Salaried Change without Earnings Change panel Scheduled Payroll dialog box
accessing 19-28 accessing 13-18
illustration of 19-28 illustration of 13-18
Scheduled Payroll field 13-18

Payroll Processing Guide

i-34 Index

Scheduled payroll runs Select Macro for Company Logo dialog box
modifying 3-3 illustration of 13-97
School District area 13-53 Select Macro for Signature dialog box
School District field 4-35, 13-39 illustration of 13-97
Schoolbd - Allow Pay Date 2 check box 3-5 Select New Hires Panel
Search dialog box accessing 16-5
Adjustments/Summary task 12-56 Select New Hires panel
Security accessing 15-21
Rapid Pay Data Entry 7-3 illustration of 15-21
Security Access area C-7, C-15 Select New Hires to Send (ALUTL002) task 15-21
Segment field 4-49, 4-57 Select Pay Group field 16-15
Segmented cost numbers Select Pay Group/Processing Group area 4-40, 17-6,
entering data 4-48 19-5, 19-9
third party sick 4-56 Select Report Data area 19-32
segmented cost numbers 7-18 Select Run Options area 6-14
Select a View dialog box 7-22 Auto Balance Totals option 6-14
Select All button 12-18 Include in Current Cycle option 6-14
Select All Employees check box 7-45 Pay Terminated Employees option 6-14
Select and Run button 16-37 Restrict Access option 6-14
Select By field 12-16 Retain Batch option 6-14
Select by field 15-16 Run Audit Only option 6-14
Select Deductions to Calculate area 8-6 Select Sort Options area 9-12, 19-5, 19-9
Select EE button 4-8, 4-53, 6-9 Selected Job Number area 14-36
Select Employee dialog box Selected option C-7, C-15
illustration 7-33, 7-35 Selected Pay Groups field 9-70
Select Employee panel Selecting employment record numbers during DBA
accessing 4-15, 4-53, 5-4 Load G-10
illustration of 4-9, 4-15, 4-53, 5-4 Selecting your printer
Select file dialog box producing payroll checks A-15
illustration of C-6, C-13 Selection Criteria area 9-40, 16-27
Select File Nbr check box 4-53 Selection Criteria panel
Select File Nbr field 4-15 accessing 14-3
Select File Number dialog box illustration of 14-4
accessing 7-35, 7-45 Self Service
illustration of 7-45 logging into 7-4
illustration of 7-35, 7-45 Self Service Practitioner page
sorting 7-35 illustration of 7-5, 7-6
sorting by PR Status heading 7-35 Self-Service Portal Login page
Select File(s) to Convert dialog accessing 7-4
accessing 10-26 illustration of 7-4
illustration of 10-26 Send check box 15-17
Select File(s) To Copy dialog box 16-37 Sent field 9-32
Select Files to Export dialog Separate accr file option 9-40
accessing 10-22 Server Name field 9-58
illustration of 10-22 Service Date column 9-43, 9-55
Select Macro dialog box Services area
company logo Pennsylvania local services tax code 13-53
accessing 13-97 Set Up for Next Payroll
signature Autolink Payroll Processing Overview 1-6
accessing 13-97 Set Up for Next Payroll task 10-27
Select macro file for Logo field 19-41 Setup for Next Cycle option 9-36
Select macro file for Signature field 19-41 Shadow process

Payroll Processing Guide

 Index i-35

illustration of B-15 Sort by field 7-34

overview B-12 Sort by Load Date/Time first check box 9-69
Shadow Table population Sort by option 9-69
Autolink Payroll Processing Overview Sort Field column 4-40
Autolink Setup 1-4 Sort menu
Shadow tables Rapid Pay Data Entry 7-12
used for PFT B-5 Sort Option field 16-15, 16-31
Shift Sort Options field 9-20
field requirements for F-21 Sort order
Shift field 4-27, 13-34 Within previous sort, order by group 9-70
Shift Premium column 9-56 Sort Order field 7-44, 14-19, 16-27, 16-47
Shortcuts Sort Spreadsheet Data dialog box 7-33
accessing 7-8 Special Action
descriptions for 7-9 field requirements for F-21
Show Special action codes 4-27
SSN Option 19-8, 19-12 Special Action Codes table 4-27
Show All Batches button 14-9 Special Action field 4-27
Show All Requests button 13-71 Special Actions field 4-25
Show All Views check box 7-15, 7-51 Special Effect field 3-21
Show EE Exclude List 7-39 Special effects
Options menu adding 13-20
Options menu Special effects codes 13-20
Show EE Exclude List 7-54 Special Effects panel
Signature accessing 3-12, 13-22
customizing your printer to use digitized illustration of 3-21, 13-22
signature A-24 Special entries
Signature images entering 4-67
changing image files C-8 processing B-16
checks C-4 Special Entries panel
deleting C-9 accessing 4-69
implementing for checks C-3 completed 4-70
Signatures illustration of 4-69
security for C-7 Special Entries task 4-69
Single check Special Entries/Balance Adjustments panel
hours, earnings, and deductions information 12-43 accessing 19-11
taxes, memos, and tax recalculations illustration of 19-11
information 12-46 Special Entries/Balance Adjustments report
Single Check task (ALPAY02A) 19-11
see Reverse Check task Special Entries/Balance Adjustments Rpt
Site Code column 9-55 (ALPAY02A) task 19-11
Soc Sec (social security) tax block option 5-22 Special Entry Code column 4-69
Soc Sec Tax Special Processing Code
field requirements for F-33, F-40 field requirements for F-22
Soc Security field 4-33, 5-15 Special Processing Code field 4-29, 13-34, 14-31
Social Security field Specific selection criteria 9-40
Taxes area 4-55 Specifying workweeks 4-23
Social Security Number column 9-43, 9-55 Spreadsheet
Social Security Number option A-7 print 7-40
Sort Rapid Pay Data Entry
Ascending option 7-34 entering 7-2
Descending option 7-34 spreadsheet
Rapid Pay Data Entry

Payroll Processing Guide

i-36 Index

entering ii-xx Status field 9-32

SS Tax Block Status Group column 9-55
field requirements for F-33 Step 2 Enter Pay Period Information process
SSN Option 19-8, 19-12 Adjustments Voids Corrections task I-4
Hide 19-8, 19-12 Step 3
Show 19-8, 19-12 Modify Pay Period Information process
SSN option Modify Batch Totals task 4-17, H-28
Hide 12-21 Modify Pay Information task 4-45, 4-47
Mask 12-21 Preload Groups of Employees task 4-11
SSN Option field 12-21, 19-40 Step 4
Standard File Types area 10-7 Process/Review Deductions process
Description of file type 10-7 Calculate Deductions task 8-9, 8-12
File Group column heading 10-7 Confirm Deductions task 8-17
File Prefix column heading 10-7 Deduction Calculation Settings task 8-4
File Type column heading 10-7 Review Calculated Deductions task 8-15
Select check box 10-7 Unconfirm Deductions task 8-20
Standard hours Step 8 Review Payroll Results process
viewing 4-37 Quick View task 11-12
Standard Hours field 4-38 Receive Payroll Files task 11-10
Start New Payroll Cycle process Submit Payment panel
Pay Cycle Settings task 3-14 illustration of 14-20
access 3-7, 3-10 SUI field 13-56
State - Lived In panel SUI/SDI field 4-55
accessing 13-50 SUI/SDI Tax
illustration of 13-50 field requirements for F-33, F-41
State - Worked In panel SUI/SDI Tax Block
accessing 13-47 field requirements for F-34
illustration of 13-47 SUI/SDI tax fields 4-35
State 2 field 4-55 Suppress Warning Messages check box 6-6, 6-17
State and Local Tax Codes panel Synchronization data
access 4-33, 4-34 defining 15-9, 15-12
State column 9-43, 9-55 printing report of 15-19, 16-15
State field 4-55, 14-18, 14-20
State Mandated SSN Override task
accessing A-13
T
State mandated SSN overrides T_CO_ACC_ADJ.CSV
setting up A-13 extracted for AdjustMate 18-2
State panel T_CO_DED_ADJ.CSV
access 4-33 extracted for AdjustMate 18-2
State Reciprocity field 4-35 T_CO_HRS_EARNS_ADJ.CSV
State Specific area 13-51 extracted for AdjustMate 18-2
13-48 T_CO_MEMO_ADJ.CSV
State Tax Code check box 7-28 extracted for AdjustMate 18-2
State Tax Code column 9-43, 9-56 T_EMP_PYRL_PROFILE_ADJ.CSV
State Taxable field 13-39 extracted for AdjustMate 18-2
State Worked In panel T_PYRL_GRP_ADJ.CSV
Override field 13-49 extracted for AdjustMate 18-2
Statement Print Options TAA028.SQR D-2, D-3
illustration of A-6 Tables and fields processing rules for DBA
Manual Checks A-6 Load G-14
Statistical Summary (.SSM) file 10-5 Tables to Send
Status column 9-42

Payroll Processing Guide

i-37 Index

cost numbers 16-29 TEFRA

Deductions 16-29 processing B-11
Hours/Earnings 16-29 Temp Cost Nbr 4-54
Memos 16-29 Temp Cost Nbr column 7-18
Payroll Departments 16-29 Temp Cost Nbr field 4-25, 4-47, 4-49, 4-54, 5-8,
Tables to Send area 16-29 5-10
Tables used by DBA Load G-14 Third Party Sick panel 4-57
Tables used by dba load 15-3 Temp Cost Number column 7-17
Tax blocks Temp Cost Number Detail panel
Cancel Existing Tax Status option 5-22 accessing 4-48, 4-57, 5-10
Employer Paid Tax Status option 5-22 illustration of 4-48, 4-57, 5-10
Exempt Tax Status option 5-22 Temp Cost Number Detail tab 4-57, 5-10
types 5-22 Temp Dept
Tax Codes (Lived-In) area 13-38 field requirements for F-22, F-34, F-41
Tax Codes (Worked In) area 13-38 Temp Dept field 4-25, 4-54, 13-34
Tax detail Temp Lived Local
entering 5-14 field requirements for F-22, F-34, F-41
Tax Freq field 5-6, 13-34, 14-24, 14-28 Temp Lived State
Tax Frequency field requirements for F-22, F-35, F-41
field requirements for F-22, F-34 Temp Local Services 1
Tax Frequency field 4-25, 4-26, 13-34 field requirements for F-23
Tax Multi J check box 4-35 Temp Local Services 2
Tax overrides field requirements for F-23
entering 4-33 Temp Rate
Tax Status Changes (Lived-In) area 13-39 field requirements for F-23, F-34
Tax Status Changes (Worked In) area 13-38 Temp Rate field 4-25, 4-28, 4-50, 13-34
Taxable Earnings Temp Recip State
field requirements for F-41 field requirements for F-23
Taxes Temp School Code
blocking temporarily 5-21 field requirements for F-23, F-35
calculating Temp State Code
for an existing employee (current tax field requirements for F-24
settings) I-5 Temp SUI/SDI
sample taxes for an existing employee I-5 field requirements for F-35, F-42
sample taxes for sample employees I-6 Temp Worked Local
federal 4-33 field requirements for F-24, F-35, F-42
Medicare 4-33 Temp Worked State
social security 4-33 field requirements for F-35, F-42
Taxes area 4-55, 13-79 Template Name field 13-16
Federal field 4-55 Template Summary panel
Medicare field 4-55 illustration of 13-26, 13-27
Social Security field 4-55 Temporary Cost Number Detail
Taxes Local Service1 check box 7-28 illustration of 7-18, 13-37
Taxes Local Service2 check box 7-28 Temporary Cost Number Detail panel
Taxes panel access 13-37
accessing 4-19, 4-33, 5-15, 12-27 Temporary Cost Number field 6-14
illustration of 4-19, 4-33, 5-15, 5-16, 5-19, 12-27 Temporary Cost Number panel
Taxes/Memo/Recalc panel accessing 19-58
accessing 12-46 illustration of 19-58
illustration of 12-46 Temporary Cost Number report (ALPAY007)
Taxes/Memos/Recalc panel task 19-58
accessing 12-46 Temporary Cost Number report (ALPAY027) 19-58

Payroll Processing Guide

 Index i-38

Temporary Cost Numbers 7-17 Custom Export Definitions task D-3

illustration of 7-18 Time and Attendance interface
Temporary department 4-49 using 10-24
Temporary Department field 6-13 Time and Attendance Interface - Enterprise eTIME
Temporary Department panel process
accessing 19-24 Export Labor Levels to Enterprise eTIME (TAA032)
illustration of 19-24 task 9-45
Temporary Department report (ALPAY007) 19-24 Time and Attendance process
Temporary Department report (ALPAY007) eTIME Employee Export (TAA026) task 9-48
task 19-24 Export to Enterprise eTIME (TAA028) task 9-38
Temporary Dept field 4-25, 4-46, 4-50 Time and Attendance TimeSaver process
select cost number 4-28 Export to TimeSaver (TAA030) task 9-50
Temporary hourly rate 4-43, 4-49 Time Entry column 9-42
Temporary Tax Blocks panel Time stamps
accessing 5-21 record of B-8
illustration of 5-21 Time Zone column 9-42
Temporary Tax Codes Time-off balances
use 5-16 viewing 12-8
Temporary Tax Setting panel TimeSaver employee TLM data
illustration of 13-38 exporting 9-50
Term Date field 4-72 timesavr.trn file 9-55
Terminal Group column 9-42 TIMSAVR.TRN
Terminating an employee column names
introduction 4-4 Accrual Amount 9-57
with a final paycheck 4-5 Accrual Codes 9-57
without issuing a final paycheck 4-5 Accrual Effective Date 9-57
Third Party Sick panel Acquisition Date 9-56
accessing 4-54 Address 9-55
completed 4-56 Address2 9-55
Temp Cost Nbr field 4-57 Address3 9-55
Temp Dept Badge Number 9-55
illustration of 4-54 Benefit Date 9-56
Third party sick pay Benefit Plan 9-56
cost number detail 4-56 Birth Date 9-55
entering 4-52 City 9-55
processing B-17 Clock Number 9-56
Temp Cost Nbr field 4-54 Company Seniority Date 9-56
Third Party Sick Pay CSV files Custom Columns 9-44, 9-57
viewing 6-9 Data Control 9-56
Third Party Sick Pay Detail (ALPAY004) Date Last Worked 9-57
task 19-17 Date Terminated 9-55
Third Party Sick Pay Detail panel Department Code 9-56
accessing 19-17 Dept Entry Date 9-56
illustration of 19-17 Effective Date 9-55
Third Party Sick Pay Detail report Employee First Name 9-55
(ALPAY004) 19-17 Employee ID 9-55
Time and Attendance Employee Last Name 9-55
defining the time reporting location 9-41, 9-48, 9-50 Employee Middle Initial 9-55
TAA032.SQR utility 9-44 Employee Pos Rate 9-56
Time and Attendance - Enterprise eTIME process Employee Status 9-55
Custom Export Definitions task D-3 Employee Type 9-56
Time and Attendance - TimeSaver process Expected Return Date 9-57

Payroll Processing Guide

i-39 Index

File Number 9-55 Total Hours by Job Number report

FLSA Overtime Indicator 9-56 (ALPAY006) 19-22
FLSA Status 9-56 Total Hours Entry Block
Hire Date 9-55 field requirements for F-23
Hours 9-56 Total Hours Entry Override
Job Entry Date 9-56 field requirements for F-23
Original Hire Date 9-55 Total Hours field 14-19
Pay Group 9-55 Total Hours Outside of Range (ALPAY012)
Pay Type 9-56 task 19-34
Paygroup Frequency 9-56 Total Hours Outside of Range panel
Phone Number 9-55 accessing 19-34
Position Code 9-56 illustration of 19-34
Probation 9-56 Total Hours Outside of Range report
Probation Date 9-57 (ALPAY012) 19-34
Rehire Date 9-56 Total Hours Pay Override
Retirement Date 9-57 field requirements for F-23, F-35
Service Date 9-55 Total Hours Send Zero Amount
Shift Premium 9-56 field requirements for F-23, F-35
Site Code 9-55 Total Number of Requests field 14-15
Social Security Number 9-55 Total Sick Pay field 4-54
State 9-55 Total Tax field 4-54
State Tax Code 9-56 Total Time
Status Group 9-55 loading files from 10-9
Tipped 9-56 Totals button 4-8
Union Code 9-56 Totals for Employee area 14-24
User Field 9-56 Totals/Pay Period area 14-24
Week Day 9-56 Trans Type
Zip Code 9-55 field requirements for F-36
Tip Credit Amount field 14-31 Trans Type field 5-5, 5-16
Tip Factor field 13-46 Live Check option 5-6
Tipped column 9-56 Pay to Company option 5-5
Tipped employees Prepaid/Void option 5-5
directly I-3 Transaction files 7-50
indirectly I-3 Transit Number field A-18, A-19
TLM Effective Date column 9-42 Transit number field A-21
TLM Punch Detail (.PUN) check box 9-27 Transmission
To Period End Date field 16-25 status 9-3
To Week/PR # field 14-12 Transmit ADP Payroll File
To Year field 14-12 Autolink Payroll Processing Overview 1-6
Total Gross field 14-19 Transmit ADP Payroll File task 9-25
Total Hours By Cost Number (ALPAY026) Transmit File Type area 9-26
task 19-56 Full Funds Disbursement (.WGU) check box 9-27
Total Hours by Cost Number panel Generated by PFT (.PAY, CCD) check box 9-26
accessing 19-56 TLM Punch Detail (.PUN) check box 9-26
illustration of 19-56 Transmit Files panel
Total Hours by Cost Number report accessing 9-26
(ALPAY026) 19-56 illustration of 9-26
Total Hours by Job Cost Number panel Transmittal - Override Individual Deductions dialog
accessing 19-22 box
illustration of 19-22 field descriptions for 3-17
Total Hours By Job Number (ALPAY006) Transmittal - Scheduled Payroll
task 19-22 illustration of 3-4

Payroll Processing Guide

i-40 Index

Transmittal - Special Effects dialog box Using DBA Load G-3

illustration of 3-21 Utilities
Transmitted with Errors message 14-38 introduction to 16-2
Transmitted with Messages message 14-38 using with Autolink 16-1
Transmitting pay data Utilities process
introduction 9-2 Activate Employee FLSA Overtime (ALUTL018)
viewing communications errors 9-29 task 16-26
Transmitting payroll to ADP 9-25 AutoPay Mass Change Program (ALUTL006)
Troubleshooting task 16-8
pay data import F-39, F-46 CCI Messaging Mass Send(ALUTL020) task 16-28,
paydata import F-28 16-41
PFT B-18 Delete Check Detail/YTD Balances/Deductions
Type field 4-65, 8-18, 8-21, 9-32 (ALUTL026) task 16-44
Scheduled Pay Period option 13-17 Generic SQR Utility task 10-18
Unscheduled Pay Period option 13-17 Pay Group/Employee Synchronization (ALUTL021)
Type of Value area 7-25 task 16-30
Reassign Employee IDs from SSN (ALUTL022)
task 16-34
U
Unconfirm Deductions button 8-21
Unconfirm Deductions panel
V
accessing 8-21 Vacation pay 4-23
illustration of 8-21 Validate
Unconfirm Deductions task 8-20 data entry 7-69
Unconfirming deductions 8-20 Validate incoming data check box G-5
Union Code column 9-43, 9-56 Value field 4-22, 4-49, 4-57, 5-10, 9-17
Unscheduled button 3-8 Verification report
Unscheduled Payroll running 12-59
Dates panel 3-9 Verification report (ALPAY003) 12-59
Unscheduled payroll Verification Report panel
illustration of 3-12 accessing 12-59
Unscheduled Payroll dialog box illustration of 12-59
illustration of 3-8 Vertical Position area A-19
out of sequence payroll View
illustration of 3-11 delete 7-32
Unscheduled payrolls 3-7 displaying
Up option introduction 7-14
Find dialog box 7-55 View Checks/Reversals/Adjustments process
Update Consolidated Check Table Adjustment Summary task 12-56
(ALUTL017) 16-24 Adjustments
Update Consolidated Check Table panel Voids/Corrections task 12-55
accessing 16-24 Check Detail task 12-15, 12-19, 12-23
illustration of 16-24 Reverse Check task 12-41, 12-53
Update Consolidated Check Table process Run Verification Report (ALPAY003) task 12-59
Update Consolidated Check Table task 16-24 View Detail button 12-18, 12-24
Updating temporary employee IDs View Employee YTD Balances process
introduction 10-18 Accumulators task 12-6
Upper Limit field 19-35 Deduction in Arrears task 12-12
Use Primary Codes check box 5-15, 5-19, 5-20 Goal Balances task 12-10
User Field column 9-56 Paid Time Off Balances task 12-8
Userfield1-10 column 9-43 Wages and Taxes task 12-3

Payroll Processing Guide

 Index i-41

View Name field 7-15, 7-51 Week Day column 9-56

View Operations Week Nbr field 16-48
illustration of 7-23 Week Number field 8-16, 8-18, 8-21, 9-33, 12-4,
View Operations dialog box 7-24, 7-25, 7-30, 7-32 12-7, 12-9, 12-11, 12-13
accessing 7-19, E-3 Week/From PR# field 14-12
creating a new view 7-22 WGD data file
illustration of 7-19, E-3 loading 9-73
View or Modify Cycle Status process WGU file B-8
Modify Cycle Status task 9-6 where field 15-10
Pay Group Summary task 9-3 Windows Print dialog box
Processing Group Summary task 9-5 accessing 7-40
Viewing illustration of 7-40
employee data With existing employee info option 13-15
employee cumulative data 12-3 Withholding Table field 13-47, 13-48, 13-50, 13-51
introduction 12-2 Within previous sort, order by group
error logs 9-29 sort order 9-70
Views Work Comp Tax Block
column types 7-30 field requirements for F-36
Voluntary deductions Work in Loc field 4-34
scheduled 4-23 Work in Local tax block option 5-22
Work in State
Ohio 4-35
W Work in State code field 5-20
Wage Garnishment Employee Deduction Register Work in State field 4-33, 5-17
(.WG2) file 10-4 Work in State tax block option 5-22
Wage Garnishment Payee Register (.WG3) file 10-5 Work Local Tax Block
Wage garnishment upload file field requirements for F-36
created during PFT B-8 Work State Tax Block
Wage Garnishment Verification Report (.WG1) field requirements for F-36
file 10-4 Worked In area 13-47
Wage Profile column 9-42 Worked Local Tax
Wage Rate column 9-42 field requirements for F-36
Wages And Taxes panel Worked State Tax
Amount field 12-5 field requirements for F-36, F-42
Deferred Comp Type field 12-5 Worker’s Comp block option 5-22
Gross Wages field 12-5 Workers Comp Block field 13-49
Prior Amounts field 12-5 Workers’ Compensation Fee Refund task 4-71
Prior Deferred Comp Type field 12-5 accessing 4-72
Prior File Number field 12-5 Workweek
Prior Pay Group field 12-5 field requirements for F-24
Prior SUI/SDI Tax Code field 12-5 Workweek field 4-29, 13-34, 14-31
Process Date field 12-5, 12-7, 12-9, 12-11, 12-13 Write differences to sync table 15-13
SUI/SDI Tax Code field 12-5 Write Differences to Sync Table check box 15-13,
Taxables with Limits field 12-5 15-14
Taxes field 12-5 Write differences to sync table check box 15-13,
Week Number field 12-5 15-14, 16-18, 16-19
Wages and Taxes panel
accessing 12-4
illustration of 12-4
Y
Wages and Taxes task 12-4 Year field 3-8, 12-17, 16-48
Week # field 3-8 Year-end processing

Payroll Processing Guide

i-42 Index

CheckMate I-5
controlled hours I-4
group term life I-4
long-term disability I-4
preparing for on AutoPay I-1
purged employees I-7
tipped employees I-3
Year-End Purge (.YE2) file 10-4
Year-To-Date balances (.YTD) file 10-2, 10-10
Year-to-Date DIA Amounts field 5-12
Year-to-Date field 4-65, 4-75, 13-101
YTD History check box 17-2

Z
Zero Temp Rate check box 4-28
Zip Code column 9-55
Zip column 9-43

Payroll Processing Guide