Processing Details
A list of the Costpoint tables used by this preprocessor and their corresponding Costpoint screens can be found at the end of this page.
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 |
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 following. |
| 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 Manage ADP 2.5 Mapping Values screen, this field is populated with
1.
If the Pay Type or Account has a Map Type of Bonus Pay Type in the Manage ADP 2.5 Mapping Values screen, this field is populated with 2. |
| Shift | Integer (1) | If a Shift Code was specified for the Account or Pay Type in the Manage ADP 2.5 Mapping Values screen, that shift code is 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 is 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 is not populated. If employee is Salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field is 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 is not populated. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to Reg Hours in the ADP in the Manage ADP 2.5 Mapping Values 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 is 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 is not populated. If the employee is salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field is 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 is not populated. Note:
This field is populated only if the timesheet line Pay Type or Account was mapped to Reg Earnings in the ADP in the Manage ADP 2.5 Mapping Values screen. |
| Overtime Hours | Numeric (9) | If employee is hourly and the Send Hours checkbox in the
Hourly Employees group box is selected, this field is 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 is not populated. If employee is salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field is 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 is not populated. Note:
This field is populated only if the timesheet line Pay Type or Account was mapped to O/T Hours in the ADP in the Manage ADP 2.5 Mapping Values 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 is populated with the overtime earnings from the Timesheet Line table.
If employee is hourly and the Send Dollars checkbox is not selected, this field is not populated. Note:
Paydata records for salaried employees always contain the overtime earnings amount where applicable. Note:
This field is populated only if the timesheet line Pay Type or Account was mapped to O/T Earnings in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values 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 Manage ADP 2.5 Mapping Values screen, the assigned ADP Hours Code is 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 is 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 is not populated. If employee is salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field is 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 is not populated. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to Hours 3 Code in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values 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 Manage ADP 2.5 Mapping Values screen, the assigned ADP Earnings Code is 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 is 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 is not populated. Note:
Paydata records for salaried employees always contain the earnings 3 amount where applicable. Note:
This field is populated only if the timesheet line Pay Type or Account was mapped to Earnings 3 Code in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values 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 Manage ADP 2.5 Mapping Values screen, the assigned ADP Hours Code is 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 is 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 is not populated. If employee is salaried and the Send Hours checkbox in the Salaried Employees group box is selected, this field is 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 is not populated. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to Hours 4 Code in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values 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 Manage ADP 2.5 Mapping Values screen, the assigned Earnings Code is 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 is 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 is not populated. Note: Paydata records for salaried employees always contain the earnings 4 amount where applicable. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to Earnings 4 Code in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values 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 Manage ADP 2.5 Mapping Values screen, the assigned Earnings Code is 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 is 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 is not populated. Note: Paydata records for salaried employees always contain the earnings 5 amount where applicable. Note: This field is populated only if the timesheet line Pay Type or Account was mapped to Earnings 5 Code in the ADP Hours Type field in the Manage ADP 2.5 Mapping Values 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 Manage ADP 2.5 Mapping Values screen, that tax frequency code is used. Otherwise, the field is not populated. |
Timesheets from the Timesheet Line table are 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 assigns the ADP field IDs, codes, and pay number and inserts the row into the ADP Paydata table.
The application checks 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 are assigned and the pay number is set to 1. If no match is found for the account, the application checks 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 are assigned. If the pay type is a bonus pay type, the pay number is set to 2. Otherwise, the pay number is set to 1. If no match is found, the record is written to the Error table and an error message is written to the Error Report.
If the employee is salaried and you selected the Autopay checkbox, the timesheet line is mapped to regular hours or earnings (field IDs 12 or 14) and is not included in the external paydata file. However, if the timesheet line maps to one of the other hours or earnings fields (such overtime or vacation), it is included in the external paydata file. Field types that map to a bonus pay type are 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.
After the ADP Paydata Table is created, the application uses it to generate the external paydata File. The file is created in the location you selected in the File Information group box. If you selected 1 in the ADP Version drop-down list, the application 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 list, the application 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 are included with regular timesheets to prevent ADP from printing a separate check for the correcting timesheet. Labor-only timesheets are not included in the paydata file.