ClickTime’s ADP Payroll Export offers an easy way to export time & time off data out of ClickTime and into ADP for the purpose of running payroll.
Our ADP Payroll Export generates a comma-separated value (.csv) file that complies with ADP’s Timesheet Import format, making the process of importing your ClickTime data into ADP as seamless as possible.
In order to use this report, you will need to know your ADP Company Code. If you do not know this value, please check with your representative at ADP. You will also need to create codes in ClickTime for all Leave Types and all Employees (SEE DETAILS BELOW).
Please also note that this report can only be run/downloaded by someone with Administrative access to ClickTime.
In order to be able to run the ADP Payroll Export, you will first need to configure your account with the necessary information:
The first step is to configure your Company Code. This value should be the 3-character code associated with your organization’s ADP account.
This will need to come from ADP, but once you know this value, you will need to create a Custom Field in ClickTime to store this information.
To begin adding the custom field, go to Company → Preferences → Custom Fields page
and click “Add Custom Field” in the upper right hand corner.
Once here, set the following fields to these values (as shown in the image below):
- Custom Field Name → should be spelled as “Company Code”
- Display Name → should be spelled as “Company Co”
- 'Type' menu → select "Text"
- 'Association' menu → select "Company"
and then click "Save".
Please note: The values for the Custom Field Name and Display Name must match exactly what is specified above in order for the report to function correctly (these values are case sensitive).
Once you’ve created the Company Code Custom Field, you can go to your Company Preferences page to specify this value. To do so, follow these steps:
- Navigate to the Company → Preferences page
- Scroll down to the Custom Fields section, where you will see the newly created “Comp Code” field
- Enter your ADP Company Code
Don't forget to save this before moving on!
The next step in order to be able to run the report is to add “Accounting Package ID” values to all your Leave Types you plan on exporting. This step is necessary in order to be able to execute the report. NOTE: this is a one-letter value (see below).
Please note: the report will not execute if attempting to export a time off entry for a Leave Type that does not have an Accounting Package ID associated with it (even if the Leave Type is inactive).
Each Leave Type’s Accounting Package ID should correspond to the “Hours 3 Code” for that Time Off type in your organization’s ADP account - and there will also be an "Hours 3 Amount" column showing the corresponding hours for each Time Off request. Here is how the exported values appear:
In the example above, the employee had a Company Holiday (indicated by "C") which was 16 hours. They also had 8 hours of Vacation ("V"). This method ensures that Time Off in ClickTime will be properly mapped to time off type in ADP.
We recommend configuring all Leave Types (Approval Required, Approval Not Required, and Company Holidays) with an Accounting Package ID value. This will ensure the report will successfully generate for any time period it is run on.
To set up an Accounting Package ID for your Leave Types in ClickTime, start by navigating to the Company → Preferences → Leave Types page:
Once here, find the Leave Type you need to configure, and click the "edit" pencil icon for the Leave Type. Then click "Edit Section" for Basic Information so you can edit the Accounting Package ID Field:
Enter the value corresponding to the Hours 3 Code for this Time Off type in your organization’s ClickTime account, press "Update" at the top, and the Leave Type will be updated. Repeat this for all of the Leave Types you plan on exporting from ClickTime.
Lastly, you’ll need to configure the users in your account so that your ADP account can successfully map employees in ClickTime to employees in ADP. First, go to the Company → People page and then click the "edit" pencil icon for your employee:
From the Person Details page, click "Edit Section" so you can update the Basic Information section of the page. Then scroll to the Accounting Package Person ID field and enter the value that corresponds to that user’s identification number in your organization's ADP account. NOTE: this will be a 5-digit number (see below).
Please make sure that you enter this value for all users you plan on including in the export. NOTE: this exports into the "File #" column on the output CSV file as seen here:
Once you’ve entered your Company Code, and the Accounting Package ID values for all leave types and employees, you'll be able to run the report to create the export file.
When you are ready to export time into ADP, navigate to the Company → Reports page and open the "Miscellaneous" section. Near the bottom will be the option for the ADP Payroll Export.
You will need to have Administrative access to view/run this report.
Click “Run Report” to open up the criteria page, where you can select the date range, timesheet, status, and employees you'd like to run this for.
Similar to all of our exports, you will have the option to "label" exported entries. This allows you to run the report for the same date range in the future without downloading duplicates. More information about using Labels can be found here.
Each individual export requires a 6 digit batch ID value in order to be processed by ADP. Upon loading this page, we auto-populate this value with a 6 digit number corresponding with the current date, in YYMMDD format.
For example, if the report is run on May 1st, 2022, the value present in the Batch ID field will be 220501.
You may edit this value before running the report to any 6 digit value. The value set on the Report Criteria page will show up in the Batch ID column of the report. Once you’ve selected your desired filters, press “Run Report,” and a CSV file will be ready for download shortly thereafter!
Running the ADP Payroll Export will generate a .csv file in a format compatible with your ADP Payroll Software.
Please note: This report is not guaranteed to be compatible with all ADP product variants - a list of known supported versions can be found below. Please direct any questions or concerns about the export’s compatibility with your ADP platform to your support contact at ADP.
The report generates a file that aggregates all Time & Time Off data for the people & date range selected on the Report Criteria Page. Each row is a specific user, and breaks out their worked time from their time off, and all time off into each individual Leave Type.
The column breakdown of the report is as follows
- Column A → Company Code
- Column B → Batch ID
- This corresponds to the Batch ID value (described above)
- Column C → File Number
- This corresponds to the Accounting Package Person ID value on each user's Person Details page
- Column D → Employee Name
- Column E → Temp Rate
- This value will be left blank for all users exported. You can either enter the appropriate values into this column before you import to ADP, or manage it after the file has been imported
- Column F → Reg Hours
- This column contains the amount of worked time entered in the specified time period for each user included in the export. NOTE: any overtime hours will be exported as regular hours and included in this column
- Column G → OT Hours
- Please note that this report does NOT calculate Overtime hours. Any hours entered in the time frame exported will be included in that users “Reg Hours” column
- Column H → Hours 3 Code
- This value corresponds to the Leave Type Accounting Package ID for a specific Leave Type
- Column I → Hours 3 Amount
- This is the number of hours per each Leave Type denoted by the Hours 3 Code in the previous column
- Columns J, K, L, etc.
- Each column hereafter denotes the Hours 3 Code and Amount for each remaining leave type included in the export
Once you’ve downloaded the report, you are ready to import directly into ADP! Here is a sample of what a final export file (from ClickTime) should look like:
Please Note that if you need to make manual changes to the report, please do not re-order your columns or edit the column headers. This report has been customized so that ADP will accept the file as-is so edits may prevent the import from working correctly.
This report was designed to meet the criteria required for certain ADP versions. Specifically, this report should import into the following:
- ADP Workforce Now
- ADP TotalSource
Other versions of ADP may accept the file, but are not necessarily supported. If you are unable to import the file into any of the above versions, please reach out to ADP Support for assistance.
- This report does NOT support overtime calculations. All worked hours will be included in the user’s total hours for the specified date range
- For users of our BambooHR Integration for Time Off, leave time imported from BambooHR is not currently exportable for this report.
For any questions about importing the ADP Payroll Export CSV into your organization’s ADP account, please contact your support representative at ADP. For any questions about running the report, or configuring your account, please contact the ClickTime Support Team.