Export Payroll Data to ADP

The ADP Export for Payroll report lets you export approved work and time off from ClickTime into a CSV file formatted for ADP’s Timesheet Import. Once configured, it provides a repeatable way to move payroll hours from ClickTime into ADP Workforce Now or ADP TotalSource.

Who this is for: Administrators who run payroll and need to move time and time off data from ClickTime into ADP.

Requirements: You must be a ClickTime Administrator to run this report. You will also need your ADP Company Code, employee IDs, and Hours 3 Codes for each time off type you want to export.

Where to find it: Go to Company → Reports, open the Accounting & Payroll Exports or Miscellaneous section of the Report Center, and choose ADP Payroll Export.

You can jump to a section:

• Before you begin: Set up your ADP codes in ClickTime
• Configure the Company Code custom field
• Add Accounting Package IDs to Leave Types
• Add Accounting Package Person IDs to people
• Running the ADP Export for Payroll
• Using the Batch ID field
• Columns in the ADP export file
• Supported ADP versions and limitations

Before you begin: Set up your ADP codes in ClickTime

Before you can successfully run the ADP Export for Payroll, your ClickTime account must be configured with the ADP values that identify your company, your leave types, and your employees:

• Company Code (Custom Field) — your ADP Company Code.
• Leave Type Accounting Package ID — one-letter codes that map each ClickTime Leave Type to a Time Off code in ADP.
• Accounting Package Person ID — each employee’s ADP File Number (typically a 5-digit ID), used as File # in the export.

Once these are set up, you’ll be able to generate ADP-compatible payroll files for any date range.

Configure the Company Code custom field

Your ADP Company Code is a 3-character code associated with your organization’s ADP account. If you don’t know this value, please contact your ADP representative.

In ClickTime, this value is stored in a Company-level Custom Field.

1. Go to Company → Preferences → Custom Fields.

   

2. Click Add Custom Field in the upper-right corner.

   

3. Configure the new field exactly as follows (values are case-sensitive):
   • Custom Field Name: Company Code
   • Display Name: Company Co
   • Type: Text
   • Association: Company
4. Click Save.

Important: For the ADP export to work, the Custom Field Name and Display Name must be set to exactly Company Code and Company Co, as shown above (including capitalization).

Next, set the Company Code value:

1. Go to Company → Preferences.
2. Scroll to the Custom Fields section.
3. Find the new Company Co field and enter your ADP Company Code.

Save your changes before moving on.

Add Accounting Package IDs to Leave Types

The ADP export uses each Leave Type’s Accounting Package ID to populate ADP’s Hours 3 Code and Hours 3 Amount columns for time off. These are typically one-letter codes that match the Time Off type in ADP (for example, V for Vacation, C for Company Holiday).

We recommend configuring all active Leave Types you may export (Approval Required, Approval Not Required, Company Holidays, and Externally Managed) so the report can run successfully for any period.

To configure Accounting Package IDs for Leave Types:

1. Go to Company → Preferences → Leave Types.
   
2. Find a Leave Type you plan to export and click the edit (pencil) icon.
3. In the Leave Type details, click Edit Section for Basic Information and locate the Accounting Package ID field.
4. Enter the letter (or code) that matches the Hours 3 Code for this Time Off type in ADP.
5. Click Update to save.
   

Repeat these steps for every Leave Type you want to include in the ADP export.

Note: The export will fail if it encounters a time off entry for a Leave Type that does not have an Accounting Package ID, even if that Leave Type is inactive.

Add Accounting Package Person IDs to people

The Accounting Package Person ID links each ClickTime person to the correct employee in ADP. This usually matches the employee’s File # in ADP (often a 5-digit ID).

If your account also uses ClickTime’s separate Employee Number field, note that the ADP Export for Payroll does not read that field — it only uses the value in Accounting Package Person ID to populate the File # column in the export.

To configure this for each person you plan to include in the export:

1. Go to Company → People and click the edit (pencil) icon for a person.
2. On the Person Details page, click Edit Section for Basic Information.
3. Scroll to the Accounting Package Person ID field and enter the employee’s ADP ID / File #.
4. Click Update to save.

Make sure you enter this value for every person you plan to export. In the ADP export file, this value appears in the File # (File Number) column.

Running the ADP Export for Payroll

Once your Company Code, Leave Types, and Person IDs are configured, you can generate the ADP export.

1. Go to Company → Reports.
2. Open the Accounting & Payroll Exports or Miscellaneous section of the Report Center.
3. Click ADP Export for Payroll.

Click Run Report to open the criteria page. Here you can choose:

• The date range or timesheet period to export.
• Which employees to include.
• Which timesheet statuses to include (for example, only approved or locked time).

For more detail on these options, see Understanding the Report Center.

As with other exports, you can use Labels to avoid exporting the same entries twice:

• Mark exported entries as: Apply a label (for example, ADP Payroll 2025-10-31) to all entries included in this run.
• Don't include entries already marked as: Exclude entries that have already been exported with a given label.

For more information on labels, see Labels.

Using the Batch ID field

Each ADP import requires a 6-digit Batch ID to identify the batch. On the ADP Export criteria page, ClickTime auto-populates this field using the current date in YYMMDD format.

For example, if you run the report on May 1, 2025, the Batch ID will default to 250501.

You can overwrite the Batch ID with any 6-digit value before running the report. The value you enter appears in the Batch ID column of the exported file. Once you have set your filters and Batch ID, click Run Report to generate the CSV file.

Columns in the ADP export file

The ADP Export for Payroll produces a CSV file in ADP’s Timesheet Import format. Each row represents one person for the selected date range and includes their total worked hours plus time off broken out by Leave Type.

The columns are:

• Column A – Company Code: Your ADP Company Code from the Company-level custom field.
• Column B – Batch ID: The Batch ID value from the criteria page.
• Column C – File Number: Populated from the Accounting Package Person ID on the Person Details page (this is the employee’s ADP File #).
• Column D – Employee Name: The employee’s name from ClickTime.
• Column E – Temp Rate: Left blank by ClickTime. You can fill this in before importing to ADP if needed.
• Column F – Reg Hours: Total worked hours for the date range. Overtime hours are not calculated separately and are included in this total.
• Column G – OT Hours: Not populated by this report. Overtime is not calculated or exported separately.
• Column H – Hours 3 Code: The Accounting Package ID for the first Leave Type included in the export.
• Column I – Hours 3 Amount: The number of hours for that Leave Type.
• Columns J, K, L, etc.: Additional pairs of Hours 3 Code and Hours 3 Amount for other Leave Types.

Important: If you make manual changes to the file, do not rename column headers or reorder columns. ADP expects this specific layout, and changing it may cause the import to fail.

Supported ADP versions and limitations

Supported versions

Some ADP products may not accept this file. For questions about importing the file into your specific ADP environment, please contact ADP Support.

Known limitations

• No overtime calculation: The report does not calculate OT. All worked hours are included in the Reg Hours column.
• BambooHR time off: For customers using the ClickTime + BambooHR Time Off integration, imported leave time from BambooHR is not currently included in this ADP export.
• Required configuration: The export will not run if:
  • The Company Code custom field is missing or empty.
  • Any Leave Types in the export date range are missing an Accounting Package ID.
  • Any included people are missing an Accounting Package Person ID.

Need help? For questions about importing the CSV into ADP, please contact your ADP support representative. For help configuring the export or troubleshooting issues in ClickTime, please contact ClickTime Support.