When you use the Projected Payroll feature, you create an export file that contains actual and projected timecard data, and then you import this data into your payroll processing program to generate employee payroll. Creating a projected payroll export template for each projected pay cycle helps ensure that your export files contain the correct data for generating projected payroll and for completing projected payroll reconciliations after a pay period is closed. Special instructions are included at the end of this procedure for third-shift employees.

Note: When exporting payroll for projected pay cycles, you must ensure that projected payroll data is sent in addition to the actual data recorded by employees.

Your ADP Time & Attendance Representative may have already created payroll export templates for your pay cycles. If so, you should verify that the templates for your projected pay cycles are configured to export projected payroll data.

Check the configuration of an existing template

If no appropriately configured export template exists for your projected pay cycle, create a new template by following these steps:

1. From the Time & Attendance menu, select Maintenance.

   Note : If the Maintenance option is not visible, make sure that you have selected Practitioner in the Role Selector.

2. Under the Payroll heading on the Maintenance page, click the Exports link.

3. On the Exports page, click the Export Templates menu item on the left side of the page.

4. On the right side of the page, click the New Template button.

5. From the Export Type drop-down menu on the New Export Template page, select Payroll.

6. From the Export Format drop-down menu, select the format appropriate for your payroll processing system. The available formats are determined by the payroll processing systems that your ADP Time & Attendance Representative configured for your company.

7. Click the Next button.

8. In the Template ID field, enter an ID that will help you easily identify the template. The Template ID can be a maximum of 25 characters and can be any combination of numbers, uppercase letters, and lowercase letters.

9. In the Description field, enter a short phrase that identifies the export. You must enter a description for each culture supported by your company. ADP recommends including the name of the pay cycle being exported and a description of the payroll export contents, as specified in step 13 below (for example, Biweekly Projected Pay Cycle with Reconciliations). Since this template will be used multiple times, do not include a date or date range in the description.

10. In the User to Receive Inbox Message on Completion field, click the button. In the User Lookup window, select the user whom you want to receive an Inbox message when the export is complete. This is an optional field. The e-mail notification includes the number of records exported, the number of records skipped due to errors, and an export confirmation number.

11. In the E-mail Address for Additional Notification of Completion field, enter or edit the e-mail address to which you want an e-mail message sent when the export is complete. The e-mail message includes the number of records exported, the number of records skipped due to errors, and an export confirmation number. This is an optional field.

12. If you want to limit the export to records that have been approved by particular users, select the appropriate check boxes in the Only Export Records with These Approvals section.

    Note: These options limit which payroll records are exported to your payroll system. If you check any of these boxes, employees may not get paid for hours that have been recorded but have not been approved.

13. Select a pay cycle from the Pay Cycle drop-down menu.

14. In the Payroll Export Contents field, select from the drop-down menu which content to include in the export. In most cases, this field should be set to Send Projected Payroll and Reconciliation Adjustments.

    Note: If this field is grayed out and cannot be edited, the pay cycle you selected has not been configured for projected payroll.

15. If you selected ASCII Delimited or ASCII Fixed as the export format, enter a character in the Delimiter field. A delimiter is used to separate fields in the export file.

    Note: A comma is entered in the Delimiter field by default. ADP recommends that you use a comma as the delimiter.

16. If you selected ADP Pay eXpert, ADP Horizon, or ADP PCPR as the export format and you want to list employee data by department in the exported file, select the Summarize by Department check box.

    Notes:
    If you select the Summarize by Department check box, you can also select the following two check boxes.
    
    Include and Summarize Rate - Includes rates in the export for employees who have worked for more than one department.
    
    Summarize by Department and Job - Lists employee records in the export by both department and job.

17. In the Batch Number field, enter the batch number for the export. If you are exporting data to an ADP product, 90 is automatically entered in the field. If you are exporting data to a non-ADP product, enter the batch number manually (if desired). This is an optional field.

18. If you are creating an export for ADP Pay eXpert or ADP PCPR and you want to include employees' time punch records on their pay stubs, select the Export Time Punch Detail check box.
    
    Important: When exporting time and attendance data for third-shift employees, you must select Totals Hours By Pay Date to collect punch details by the employees pay date not the time they punched in.
     

19. Click the Submit button. The template is saved and can be used to quickly generate projected payroll exports for each pay period.

Next Step: Prepare for a projected payroll export.