ADP TIMESHEET TRANSFER

Use this screen to produce the External Paydata file that carries data to the ADP system. The External Paydata file is a flat data file in ADP format with a single header record, followed by paydata records.  If you have selected "1" in the ADP Version drop-down box, one or two trailer records follow the paydata records, depending on the data sent.

The External Paydata file will be broken into batches. For each new batch, there is an additional header, additional paydata records, and a trailer (if you have selected "1" in the ADP Version drop-down box). If more than one batch is necessary, the batch ID is incremented in each header record.

You can establish multiple ADP timesheet transfer parameters in this screen. When the information is saved, you will be asked for a parameter name to identify the entry.

Before executing this application, set up mapping information to match Costpoint pay types and accounts with ADP field IDs using the ADP Mappings screen or ADP 2.5 Mappings screen, depending on which ADP version you are using.

Timesheet Cycle

If only one timesheet cycle is desired, enter the corresponding timesheet cycle code. If all timesheet cycles are desired, enter "ALL." Use Lookup to see a list of valid timesheet cycle codes.

Set PR Computed/Posted Flags

Warning:  This flag will be set in the ADP Timesheet Transfer process only if you are not licensed for Costpoint Payroll.

No Timesheets

Select this radio button if the Payroll Computed and Payroll Posted flags should not be set for any timesheets.

Timesheets Without Mapping Errors

Select this radio button if the timesheets should be marked as "payroll computed" and "payroll posted" once they have been selected for the download.  If you select this radio button, the timesheets will be marked with the pay period code "ADP." The timesheet's pay period Start Date will be the start date specified on the screen. The timesheet's pay period End Date will be the end date specified on the screen.

Any Timesheet with Exported Lines

Select this radio button to flag timesheets (that had at least one timesheet line exported) as being computed and posted in Costpoint Payroll.

Date Range

Enter the starting and ending range of timesheet dates to be included in the transfer. You must update these dates every pay period. Use the MMDDYYYY format.

ADP Version

ADP Version

Compatible with ADP Version(s)

1

DOS versions 4, 5, and 6 and Windows versions 1 and 2

2.5

Windows versions 2.5, 3.1, 4.0, 5.0, and 5.1

 

Select the ADP Version that is compatible with the ADP product you are currently using:

Note:  Select "1" if you use ADP Windows Version 2. Both ADP Windows products accept the DOS format file this application generates.  If you select the Windows product, Deltek Costpoint will create a DOS Version 6 file.  Do NOT change the file name to match the ADP Windows documentation. The ADP Windows products will recognize and accept the DOS file format when they find the DOS version file name (EXTPAYDT.xxx).

File ID

If you have selected "2.5" for ADP Version, enter a two-character code to identify the output file. Valid values are A-Z and 0-9. If you selected "1" for your ADP Version, this field will be disabled.

ADP Options

Company

Enter the three-character code assigned to you by ADP in this required field. This code should be the file extension in the EXTPAYDT.xxx File, if you selected "1" in the ADP Version field. If you have selected ADP Version "2.5," this code should be the xxx in the EPIxxxAA.CSV File.

Batch No

Enter the ADP batch number to be assigned to the first batch in the transfer file. This field is required. If you selected "1" as your ADP Version, enter any number from "1" to "99." If you selected "2.5" for your ADP Version, enter an ID using any combination of eight characters from these values:

A-Z, 0-9, space $ @ [ \ ] ^ _ ` { | } ! # % & ‘ ( ) * + , - . / : ; < = > ? ~ “

Map Code

Enter the ADP mapping code. This code determines the mapping rules used by the application when creating the ADP Paydata file.  You set up these rules in the ADP 2.5 Mappings screen. This field is available only if you selected "2.5" as your ADP Version.

Suppress Rate 1

If you select this checkbox, your ADP product will suppress calculations based on the ADP Rate 1. This allows you to send hours and dollars to ADP. 

If you selected "1" for your ADP Version, selecting the Suppress Rate 1 checkbox will add “007X” to each paydata record.

If you have selected "2.5" for your ADP Version, selecting the Suppress Rate 1 checkbox will append "Special Action" to the output header record and will supply an X at the end of every detail output record.

Output File Path

Select

Use this pushbutton to choose a file name for the output file export, or enter an output file name in the field to the right. If you select an existing file name, the application will overwrite its contents when the export process begins.

Please see the "What Filename to Use" section of your ADP PC/Payroll for Windows Data Exchange Guide for information on file naming guidelines.

Note: As the application writes records to the output file, the size of the file can grow quite large, easily exceeding the capacity of a standard floppy diskette. Also, the speed at which the application exports records is directly proportional to the speed of the destination disk drive. For these reasons, we do not recommend that output files be written directly to a floppy diskette.

Salaried Employees

Select only one of the options in this group box; neither is required.

Autopay

Select this checkbox if ADP is set up for automatic payment of salaried employees. If you select this checkbox, neither hours nor earnings will be sent to ADP for salaried employees unless the pay type or account is mapped to a field other than regular hours or earnings (codes 012 and 014).

Send Hours

Select this checkbox to send hours and gross pay to ADP for salaried employees.

Hourly Employees

You must select at least one of the checkboxes in this group box.

Send Dollars

Select this checkbox to send earnings information for hourly employees.

Send Hours

Select this checkbox to send hours for hourly employees.

If you select only the Send Dollars checkbox, Costpoint will compute the earnings and send the amount to ADP. If you select only the Send Hours checkbox, ADP will pay for hours at the hourly rate in ADP.

If you select both Send Dollars and Send Hours, ADP will pay for hours sent at the hourly rate in ADP and add the earnings computed by Costpoint to the earnings computed by ADP. See the documentation for the Suppress Rate 1 checkbox.

Process

Use this button on the toolbar to initiate the transfer process. You should run this application for each pay period after all timesheets are entered. This application will also generate the Error report.

Print

Select this button on the toolbar to print the Edit Report. This can be done at any time after selecting the Process button (which creates the Paydata File).

Processing Details

Note:  A list of the Costpoint tables used by this preprocessor and their corresponding Costpoint screens can be found at the end of this document.

ADP File Layouts for EXTPAYDT.xxx File (ADP Version 1)

Header Record (ADP Version 1)

Field Description

Type

Value

Record Type

Character (1)

A

Field ID for Company Code

Character (3)

001

Company Code

Character (3)

Provided by user

Field ID for Batch Number

Character (3)

002

Batch Number

Character (3)

Provided by user

Version Number

Character (1)

Provided by user. "6" is provided for Windows versions

End of Logical Record

Character (1)

z

Spaces

To fill out record to 80 characters

 

Carriage Return/Line Feed

 

 

Paydata Record  (ADP Version 1)

Field Description

Type

Value

Record Type

Character (1)

B

Field ID for Employee ID

Character (3)

003

Employee ID

Character (6)

Payroll service employee ID or first six characters of the Costpoint employee ID

Field ID for Pay Number

Character (3)

004

Pay Number

Integer (1)

1 for regular timesheets, 2 for bonus timesheets

 

If a Shift Code is present:

Field Description

Type

Value

Field ID for Shift Code

Character (3)

010a

Shift Code

Character (1)

From Mapping table

Field ID for Hours

Character (3)

From Mapping table

 

If a User Code is present:         

Field Description

Type

Value

User Code

Character (2)

From Mapping table

Hours

Integer (7)

From Timesheet Line table

Hours Sign

Character (1)

Blank if positive,"-" if negative

Field ID for Earnings

Character (3)

From Mapping table

User Code

Character (2)

From Mapping table

Earnings

Integer (7)

From Timesheet Line table

Earnings Sign

Character (1)

Blank if positive,"-" if negative

Note:  Additional sets of hours and earnings for the same employee, pay number, and shift code are added, unless there is a repetition of a field ID with a different user code.  If more than 80 characters are required, the next record has a "B" in column 1 and then continues.

Field Description

Type

Value

End of Logical Record

Character (1)

z

Spaces

Up to 80 characters

 

Carriage Return/Line Feed

 

 

Trailer Record  (ADP Version 1)

Field Description

Type

Value

Record Type

Character (1)

C

Field ID (may occur up to five times)

Character (3)

Derived - see the Paydata to Trailer Field ID table below.

Total (may occur up to five times)

Integer (11)

Total of hours or dollars for Field IDs

Sign

Character (1)

Blank if positive, "-" if negative

End of Logical Record

Character (1)

z

Spaces

To fill out record to 80 characters

 

Carriage Return/Line Feed

 

 

 

The field IDs of the trailer record are determined according to the following table:

Paydata Field ID

Trailer Field ID

012

030

013

031

016 & 017

032

018 & 019

033

014

034

015

035

020 & 021

036

022 & 023

037

024 & 025

038

ADP File Layouts for EPIxxxAA.CSV File (ADP Version 2.5)

Header Record (ADP Version 2.5)

Field Description

Type

Value

Company Code

Character (3)

Co Code

Batch ID

Character (8)

Batch ID

File Number

Character (6)

File #

Pay Number

Character (1)

Pay #

Shift

Character (1)

Shift

Regular Hours

Character (9)

Reg Hours

Regular Earnings

Character (11)

Character (12) with expanded field option

Reg Earnings

Overtime Hours

Character (9)

O/T Hours

Overtime Earnings

Character (11)

O/T Earnings

Hours 3 Code

Character (2)

Character (3) with expanded field option

Hours 3 Code

Hours 3 Amount

Character (9)

Hours 3 Amount

Earnings 3 Code

Character (2)

Character (3) with expanded field option

Earnings 3 Code

Earnings 3 Amount

Character (11)

Character (12) with expanded field option

Earnings 3 Amount

Hours 4 Code

Character (2)

Character (3) with expanded field option

Hours 4 Code

Hours 4 Amount

Character (9)

Hours 4 Amount

Earnings 4 Code

Character (2)

Character (3) with expanded field option

Earnings 4 Code

Earnings 4 Amount

Character (11)

Character (12) with expanded field option

Earnings 4 Amount

Earnings 5 Code

Character (2)

Character (3) with expanded field option

Earnings 5 Code

Earnings 5 Amount

Character (11)

Character (12) with expanded field option

Earnings 5 Amount

Special Action Flag

Character (1)

Special Action

(Included in header file only if you selected the Suppress Rate 1 checkbox)

Tax Frequency

Character (1)

Tax Frequency

 

Paydata Record (ADP Version 2.5)

Field Description

Type

Value

Company Code

Character (3)

Company code specified on the screen.

Batch ID

Integer (8)

Batch ID specified on the screen.

File Number

Character (6)

Payroll service employee ID or first six characters of the Costpoint employee ID.

Pay Number

Character (1)

If the Pay Type or Account has a Map Type of "Pay Type" or "Account" in the ADP 2.5 Mappings screen, this field will be populated with "1."

If the Pay Type or Account has a Map Type of "Bonus Pay Type" in the ADP 2.5 Mappings screen, this field will be populated with "2."

Shift

Integer (1)

If a Shift Code was specified for the "Account" or "Pay Type" in the ADP 2.5 Mappings screen, that shift code will be used. Otherwise, the field is not populated.

Regular Hours

Numeric (9)

If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is selected, this field will be populated with the regular hours from the Timesheet Line table.

If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is not selected, this field will not be populated.

If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field will be populated with the regular hours from the Timesheet Line table.

If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is not selected, this field will not be populated.

Note:  This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Reg Hours" in the ADP Hours Type field in the ADP 2.5 Mappings screen.

Regular Earnings

Character (11)

Character (12) with expanded field option

If employee is Hourly and the Send Dollars checkbox is selected in the Hourly Employees group box, this field will be populated with the regular earnings from the Timesheet Line table.

If employee is Hourly and the Send Dollars checkbox is not selected in the Hourly Employees group box, this field will not be populated.

If the employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field will be populated with the regular earnings from the Timesheet Line table.

If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is not selected, this field will not be populated.

Note: This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Reg Earnings" in the ADP Hours Type field in the ADP 2.5 Mappings screen.

Overtime Hours

Numeric (9)

If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is selected, this field will be populated with the overtime hours from the Timesheet Line table.

If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box checkbox is not selected, this field will not be populated.

If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field will be populated with the overtime hours from the Timesheet Line table.

If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is not selected, this field will not be populated.

Note:  This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "O/T Hours" in the ADP Hours Type field in the ADP 2.5 Mappings screen.

Overtime Earnings

Character (11)

Character (12) with expanded field option

If employee is Hourly and the Send Dollars checkbox is selected in the Hourly Employees group box, this field will be populated with the overtime earnings from the Timesheet Line table.

If employee is Hourly and the Send Dollars checkbox is not selected, this field will not be populated.

Note: Paydata records for salaried employees always contain the overtime earnings amount where applicable.

Note:  This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "O/T Earnings" in the ADP Hours Type field in the ADP 2.5 Mappings screen.

Hours 3 Code

Character (2)

Character (3) with expanded field option

If the timesheet line "Pay Type" or "Account" was mapped to "Hours 3 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen, the assigned ADP Hours Code will be inserted here.

Hours 3 Amount

Character (9)

If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is selected, this field will be populated with the Hours 3 Code hours from the Timesheet Line table.

If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is not selected, this field will not be populated.

If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field will be populated with the Hours 3 Code hours from the Timesheet Line table.

If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is not selected, this field will not be populated.

Note:  This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Hours 3 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen.

Earnings 3 Code

Character (2)

Character (3) with expanded field option

If the timesheet line "Pay Type" or "Account" was mapped to "Earnings 3 Code" in the ADP Earnings Type field in the ADP 2.5 Mappings screen, the assigned ADP Earnings Code will be inserted here.

Earnings 3 Amount

Character (11)

Character (12) with expanded field option

If employee is Hourly and the Send Dollars checkbox is selected in the Hourly Employees group box, this field will be populated with the Earnings 3 Code earnings from the Timesheet Line table.

If employee is Hourly and the Send Dollars checkbox is not selected, this field will not be populated.

Note:  Paydata records for salaried employees will always contain the earnings 3 amount where applicable.

Note:  This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Earnings 3 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen.

Hours 4 Code

Character (2)

Character (3) with expanded field option

If the timesheet line "Pay Type" or "Account" was mapped to "Hours 4 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen, the assigned ADP Hours Code will be inserted here.

Hours 4 Amount

Character (9)

If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is selected, this field will be populated with the Hours 4 Code hours from the Timesheet Line table.

If employee is Hourly and the Send Hours checkbox in the Hourly Employees group box is not selected, this field will not be populated.

If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field will be populated with the Hours 4 Code hours from the Timesheet Line table.

If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is not selected, this field will not be populated.

Note:  This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Hours 4 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen.

Earnings 4 Code

Character (2)

Character (3) with expanded field option

If the timesheet line "Pay Type" or "Account" was mapped to "Earnings 4 Code" in the ADP Earnings Type field in the ADP 2.5 Mappings screen, the assigned Earnings Code will be inserted here.

Earnings 4 Amount

Character (11)

Character (12) with expanded field option

If employee is Hourly and the Send Dollars checkbox is selected in the Hourly Employees group box, this field will be populated with the Earnings 4 Code earnings from the Timesheet Line table.

If employee is Hourly and the Send Dollars checkbox is not selected, this field will not be populated.

Note:  Paydata records for salaried employees always contain the earnings 4 amount where applicable.

Note:  This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Earnings 4 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen.

Earnings 5 Code

Character (2)

Character (3) with expanded field option

If the timesheet line "Pay Type" or "Account" was mapped to "Earnings 5 Code" in the ADP Earnings Type field in the ADP 2.5 Mappings screen, the assigned Earnings Code will be inserted here.

Earnings 5 Amount

Character (11)

Character (12) with expanded field option

If employee is Hourly and the Send Dollars checkbox is selected in the Hourly Employees group box, this field will be populated with the Earnings 5 Code earnings from the Timesheet Line table.

If employee is Hourly and the Send Dollars checkbox is not selected, this field will not be populated.

Note:  Paydata records for salaried employees always contain the earnings 5 amount where applicable.

Note:  This field will be populated only if the timesheet line "Pay Type" or "Account" was mapped to "Earnings 5 Code" in the ADP Hours Type field in the ADP 2.5 Mappings screen.

Special Action Flag

Character (1)

X

(Included in the paydata file only if you selected the Suppress Rate 1 checkbox)

Tax Frequency

Character (1)

If you specified a Tax Frequency for the account or pay type in the ADP 2.5 Mappings screen, that tax frequency code is used.  Otherwise, the field is not populated.

 

Timesheets from the Timesheet Line table will be selected if the date falls within the chosen range, and if (a) the employee is flagged with the timesheet cycle in the Employee Basic table, and (b) the Payroll Processed flag is set to "N" (No).

For each timesheet row selected, the program will assign the ADP field IDs, codes, and pay number and will insert the row into the ADP Paydata table.

The application will check to see whether the account on the timesheet line is found in the ADP Mappings table and, if a match is found, the associated field IDs and codes will be assigned and the pay number will be set to "1."  If no match is found for the account, the application will check to see whether the pay type on the timesheet line is found in the ADP Mapping table and, if a match is found, the associated field IDs and codes will be assigned. If the pay type is a bonus pay type, the pay number will be set to "2." Otherwise, the pay number will be set to "1."  If no match is found, the record will be written to the Error table and an error message will be written to the Error Report.

If the employee is salaried and you selected the Autopay checkbox, the timesheet line will be mapped to regular hours or earnings (field IDs 12 or 14) and will not be included in the External Paydata file. However, if the timesheet line maps to one of the other hours or earnings fields (e.g., overtime, vacation), it will be included in the External Paydata file. Field types that map to a bonus pay type will be included regardless of the Autopay checkbox.

Cost-only pay type records (timesheet rows with hours equal to zero and labor cost not equal to zero) send earnings only to ADP.

Once the ADP Paydata Table is created, the application uses it to generate the External Paydata File. The file is created in the path you selected in the Output File Path group box. If you selected "1" in the ADP Version drop-down box, the system generates three record types in the External Paydata File for each batch: a header record, paydata records, and one or two trailer records. If you selected "2.5" in the ADP Version drop-down box, the system generates two record types in the External Paydata File for each batch: a header record and paydata records.

The application generates one or more logical paydata records for each check an employee receives. Timesheet records are rolled up for each employee, field ID, user code, and shift code change. Correcting timesheets will be included with regular timesheets to prevent ADP from printing a separate check for the correcting timesheet. Labor-only timesheets will not be included in the paydata file.

Screen Error Messages

Note:  A list of the Costpoint tables used by this preprocessor and their corresponding Costpoint screens can be found at the end of this document.

Report Error Messages

The following messages may appear on the Error report:

Employee ID Not Numeric.

The first six characters of the Costpoint employee ID must be numeric if the Payroll Service Employee ID is blank.

Changed by another user.

The timesheet has been changed by another user since the download process was started. The original timesheet information is in the External Paydata file, but may no longer be correct. The timesheet has not been flagged as posted to payroll. Please note that this message will be received only when the Set PR Computed Flag checkbox is selected.

Incomplete pay pd data

The pay period code or the pay period start and end dates could not be retrieved. The employee must have a pay period code in the Payroll Taxes screen in Costpoint Payroll. The pay period code must have one range of dates marked as open in the Pay Periods screen in Costpoint Payroll.

Not in Mapping Table.

A selected timesheet could not be mapped to any of the hours or earnings IDs set up in the ADP Mapping or ADP 2.5 Mapping table.

More than 30 lines.

The ADP Version is "1" and the employee's data has more than 30 lines. ADP is limited to 30 lines of data per employee.

Earnings out of range for tax freq

The Reg Earnings, O/T Earnings, Earnings 3 Amount, Earnings 4 Amount, or Earnings 5 Amount is less than -40,500.00 or greater than 99,999.99 (or 99,999,999.99, if you are using expanded fields), and the tax frequency is "D" or "F."

Technical Details

Tables read:

Account

(ACCT)

Menu: Accounting - General Ledger - Accounts - Maintain Accounts

Employee

(EMPL)

Menu: People - Employee - Basic Employee Setup - Basic Employee Info

Employee Tax

(EMPL_TAX)

Menu: People - Employee - Basic Employee Setup - Employee Taxes

Pay Period Schedule

(PAY_PD_SCHEDULE)

Menu: People - Payroll - Payroll Controls - Pay Periods

Pay Type

(PAY_TYPE)

Menu: People - Labor - Labor Controls - Pay Types

Timesheet Line

(TS_LINE)

Menu: People - Labor - Timesheets - Enter Timesheets

Tables read and written:

ADP Error

(X_ADP_ERROR)

Menu: Others - Product Interfaces - ADP Interface - ADP Timesheet Transfer

ADP Mappings

(X_ADP_MAP)

Menu: Others - Product Interfaces - ADP Interface - ADP Mappings

ADP Parameters

(X_ADP_PARMS)

Menu: Others - Product Interfaces - ADP Interface - ADP Timesheet Transfer

Functional Parameters Catalog

(FUNC_PARMS_CATLG)

Posting Semaphore

(POST_SEMAPHORE)Timesheet Header

(TS_HDR)

Menu: People - Labor - Timesheets - Enter Timesheets

Other Output:

ADP Paydata

(X_ADP_PDD)

ADP External Paydata File

(EXTPAYDT.[Company Code])

ADP Error Report

(printer or file)

ADP Edit Report

(printer or file)