Conducting payroll can be one of an organization’s most tedious and time-consuming processes. At Connecteam, we have made it our mission to simplify that process and make it as quick and easy as possible so that you can focus your efforts on what matters most. This article will walk you through the key steps to streamline your payroll with ADP WFN Canada.
Note: This integration also supports ADP TotalSource. If your company runs payroll through ADP TotalSource, follow the same setup steps below.
Important Information
How to Purchase the ADP WFN Connector
To enable the integration, ADP requires a connector which must be purchased through the ADP Marketplace for a cost of $5 per month. We will go over the exact steps to purchase the connector below.
What Data is Transferred from Connecteam to ADP WFN
Hours by pay rules – such as regular, overtime, and double overtime hours
Hours by jobs – including optional breakdown by sub-jobs
Paid time off (PTO) – vacation, sick leave, and other PTO hours
What You Need to Set Up Before Integrating
Payroll integrations are powerful, but they are also technical, so a little preparation before you start goes a long way. The integration works by matching the data you already have in Connecteam with the matching records in ADP, so the smoother and more complete your setup is on both sides, the smoother the integration will be. Many customers run into avoidable blockers simply because something was not set up in advance, so take a few minutes to go through the checklist below before you connect the two systems.
What to Set Up in Connecteam
Set up your users. Every employee whose hours you want to export needs to exist as a user in Connecteam first. Learn how to do this in Adding Users to Your Account.
Configure your pay rules. Your pay rules define how regular, overtime, and double-overtime hours are calculated, and these are what get exported to ADP. Set them up using Setting Up Overtime & Pay Rules in Connecteam.
Set up your PTO policies. If you want paid time off such as vacation and sick leave to flow into ADP, your time off policies need to be in place first. See Creating Time Off Policies.
Set up your jobs (if needed). Only relevant if you want hours broken down by job or sub-job in ADP. Learn how in Qualifying Users to Jobs.
Set up your pay rates (if needed). Only relevant if you intend to send pay rates from Connecteam rather than maintaining them in ADP. See Pay Rates.
What to Set Up in ADP
Employees. Make sure the employees you plan to match are created and active in ADP, otherwise they will not appear during the matching step.
Earning codes. Your ADP earning codes are what Connecteam pay rules and PTO map to during setup, so confirm they exist before you begin.
Departments (if needed). Only relevant if you plan to export hours broken down by job, where each Connecteam job is matched to an ADP department.
Pay rates (only if you do not intend to send rates from Connecteam). If you prefer to keep pay rates in ADP, make sure they are configured there before the first export.
Once everything above is in place on both platforms, you are ready to connect the two systems. Now, let’s set up the integration!
Setting Up The Connecteam and ADP WFN Integration
Step 1: Set up the connection between Connecteam and ADP
Click the Settings button in your Time Clock, scroll down to Integrations, find ADP WFN Canada under the Direct integrations tab, and click Connect.
Copy the Connecteam account identifier (you will need this later to connect your ADP account) and click on Purchase ADP WFN connector, then you will be redirected to the ADP marketplace to purchase the ADP WFN connector.
Complete the purchase (Note: the Connector fee will be charged directly by ADP). Consent to the legal prompts confirming you agree to the exchange of information between ADP and Connecteam. Then, return to Connecteam and click Connect.
Make sure the connector name found is correct, then click Connect again to continue.
If the connection has been made successfully, click Continue to setup to begin setting up the integration
Step 2: Match ADP company code
If your ADP WFN Canada account includes more than one company code, you'll need to select the one that matches the Connecteam time clock you're setting up. This also allows you to connect different time clocks to different ADP companies at the same time.
Step 3: Match Connecteam users with ADP employees
First, you will see the result of our auto-matching. If all users are matched, press Continue to move forward. If a user was matched incorrectly, you can manually correct it. To exclude a user from the integration, select Exclude from integration.
Step 4: Match Connecteam pay items with ADP earning codes
In this step, match your pay rules and PTO policies in Connecteam with the corresponding earning codes in ADP.
If there’s a pay rule or PTO policy you don’t want to include, you can select the Exclude from integration option.
Step 5: Match Connecteam jobs (and sub-jobs) with ADP departments
Decide how to export working hours from Connecteam. There are three options:
Don't include jobs: Exports only the pay rules, without any job-related information.
Export hours by job: Provides a breakdown of the pay rules for each job.
Export hours by job and sub-job: Provides a breakdown of the pay rules for each sub-job, as well as for jobs without sub-jobs.
If you choose to include jobs, set the matching ADP department for each job (or sub-job). If you don't want a job to be included in the integration, you can select Exclude from integration. When you are finished, click on Complete setup.
After closing the setup confirmation modal, make sure to click on Save changes in the Integrations setting page to save all the changes.
Step 6: Export Timesheets to ADP WFN
Head to your time clock, go to the Timesheets tab, click Export, then click on Export to ADP WFN Canada. The export is based on the selected date range and selected users in the timesheet. Users can be filtered out if needed.
Once you have exported, you will see a success message. If the export was not completed successfully, you will see the errors and descriptions on how to fix them.
Pay Slips Integration
To pull employees’ payslips directly from ADP Workforce Now (WFN) Canada and surface them as PDFs in each user’s Payslips section, follow these steps:
Access the Users page from the left sidebar and enter the settings.
Enter the Payslips tab and click Connect next to ADP Workforce Now Canada.
Purchase and provide consent for ADP WFN.
Map employees by name and phone number. Unmatched users will be skipped.
Once the connector is set up and users are matched between the two platforms, Connecteam automatically checks Workforce Now once a day and imports any newly generated payslips.
Your Next Steps in ADP
Great! Now that you have successfully exported to ADP, you need to verify that the hour units have correctly synced to your ADP WFN Canada payroll.
How to Update the Integration Setup After You Add New Items
As your company grows and changes, you will likely add new items, such as new users, jobs/sub-jobs, or PTO policies. Before these items can be exported to ADP, they need to be matched.
To do this enter the time clock, click on Export, find the Export to ADP WFN Canada option, and click on the settings icon. Match the new items and press Complete setup.
How to Disconnect the ADP WFN Integration
If you need to disconnect the integration head to the Time clock, click on Settings, enter the Integrations tab, and click on Disconnect.
Frequently Asked Questions
Q: Can I connect multiple ADP WFN Canada companies to one time clock?
A:No, a time clock can only be connected to one ADP WFN company.
Q: In the user matching step, no employees from ADP WFN Canada are appearing, so I can’t complete the step. What should I do?
A: If no employees are showing, please check the following:
Make sure the employees are marked as active in ADP WFN.
Confirm that their employee type in ADP WFN is set to Employee. The integration does not support other types such as contractors or independent contractors.
Q: What happens if I export the same payroll period twice?
A:The hours you export from Connecteam will always overwrite your hours in ADP.
Q:What happens if I match salaried employee in the matching users step?
A: In general, we recommend excluding salaried employees in the matching users step.
Since salaried employees receive a fixed payment for every payroll period, exporting their hours from Connecteam to ADP may cause unnecessary overpayment.
We strongly recommend consulting ADP support before matching salaried employees in the integration.
Q: When I click on Export to ADP WFN Canada I receive an error telling me that I have unmatched items. What does it mean and what should I do?
A: This likely means that you have made changes to your Connecteam account since setting up the integration. You may have added new users, jobs/sub-jobs, or PTO policies. You will need to match these items before exporting the data.
To do this, simply click on the Resolve Now button, match the items, and click Continue.
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