Importing Data. ADP Workforce Now. Handout Manual. Need support after training?

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1 ADP Workforce Now Importing Data Handout Manual Need support after training? To exchange tips and best practices with fellow users, get on The Bridge an online community built exclusively for ADP clients. V WFN14 Copyright ADP, LLC

2 ADP Trademarks The ADP logo and ADP are registered trademarks of ADP, LLC. ADP Workforce Now is a registered trademark of ADP, LLC. The Bridge Sponsored by ADP & Bubble Talk Design is a registered trademark of ADP, LLC. ADP A more human resource. SM is a service mark of ADP, LLC. Third-Party Trademarks Global Crossing and Ready-Access are registered trademarks of Global Crossing Holdings, Ltd. in the United States and other countries. Microsoft is a registered trademark of Microsoft Corporation in the United States and/or other countries. WebEx is a registered trademark or trademark of Cisco Systems, Inc. and/or its affiliates in the U.S. and certain other countries. All other trademarks and service marks are the property of their respective owners Copyright ADP, LLC. ADP Proprietary and Confidential All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. Any repurposing, reposting, or other use of this content (including but not limited to YouTube or any other social media) is expressly prohibited. ADP provides the publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or the programs described in this publication at any time without notice. Published by ADP Enterprise Learning December 2017

3 PREFACE Contents Course Introduction Navigating WebEx... 1 Course Purpose... 2 Course Agenda... 3 Implementation Questions... 3 Importing Overview Overview... 4 What Is Data Import?... 4 What Data Types Can I Import?... 5 What Are the Data Update Methods?... 6 The Data Import Process... 7 Preparing for the Import Overview... 8 Learning Activity: Determining the Import Type... 8 What is Preparing a Data Import File?... 9 Accessing Import Guides and Templates on the Support Center Job Aid Preparing an Employee Data Import File Job Aid Learning Activity: Preparing Import Files Viewing the Data in its Current State What Is a Baseline Report? Viewing Existing Data in ADP Workforce Now Job Aid Setting Preferences for Employee Data Imports Job Aid Copyright ADP, LLC iii

4 PREFACE Importing Your Data Overview Activity: Importing Employee Data Activity: Importing Validation Table Data What is Importing Paydata? What Is Importing Benefits Enrollments? Validating the Imported Data Overview Validation Methods and Descriptions Troubleshooting Errors and Warnings Overview Types and Descriptions Learning Activity: Correcting Import Errors Practice: Importing Data Scenarios 1: Employee Data Scenario 1 Results Scenario 2: Validation Table Data Scenario 2 Results Scenario 3: Paydata Scenario 3 Results Scenario 4: Benefits Enrollment Data Scenario 4 Results Knowledge Check Course Closing How to Access The Bridge Job Aid Copyright ADP, LLC iv

5 PREFACE How to Access Support Job Aid Continuing Education Credits Training Evaluation Importing Data in ADP Workforce Now (80874) Appendix Copyright ADP, LLC v

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7 Course Introduction Welcomee Welcomee to Importing Data in ADP Workforce Now. This training includes U.S. spellings and the date construct of Month/Day/Year. Canadian users will see their expected spellings and date constructs in their solution back on the job. Navigating WebEx Copyright ADP, LLC 1

8 Course Purpose This course prepares you to import validation table data, employee data, and paydataa into ADP Workforce Now. Copyright ADP, LLC 2

9 Course Agenda Importing Overview Preparing for the Import Importing the Data Validating the Imported Data Troubleshooting Errors and Warnings Practice: Importing Data Course Closing Implementation Questions s List any follow up items that you may need to discuss with your implementation consultant (IC) or implementation specialist (IS): Copyright ADP, LLC 3

10 Importing Overview Overview ADP Workforce Now provides you with an automated mechanism for quickly and accurately updating your database with large quantities of data. What Is Data Import? Overview Data import is a process that loads data from a source file into your ADP Workforce Now database. Because it eliminates the need to enter data manually, importing provides an easy way to transfer large amounts of data from another source or to make multiple corrections. Importing Example Several managers at Geneva Entertainment have been reassigned and replaced. The HR practitioner uses the import feature to reassignn all affected employees to new managers. Copyright ADP, LLC 4

11 What Data Types Can I Import? Overview In ADP Workforce Now, you can import variouss types of data, depending on your needs. Example You use the data import process to update a number of existing employee records with new mobile device numbers and work addresses. Data Types and Descriptions Note that ACA applies only to U.S. based practitioners. Data Type Validation table Paydata Employee Benefits enrollment Dependent and beneficiary Manual checks and reversals ACA prior vendor hours Applicant Time and attendance (only if you have Essential Time & Attendance) Time-off accruals (only if you have the Time Off feature) Description Includes the codes and descriptions for your company-level information Includes pay information for the current pay period Includes employee information such as contact, employment, andd position information, or new hire information Includes plan information, dates, coverage levels, and dependent information Includes personal and contact information Includes distribution level and earnings Includes the hours-of-service e data that is neededd to calculate the employees ACA benefit status for the look-back period if you processed your payroll with another payroll vendor or a payroll solution other than ADP Workforce Now within the last 12 months Includes demographic and job history data for job applicants Schedules, time zones, and labor charge fields Accrual transactions and balances Example You import new location codes and descriptions. You import a paydata batch that you received from a remote office. You import new employee phone numbers. You import employee enrollments in major medical and dental plans. You import dependents so thatt employees can enroll their family members in benefit plans. You import manual checks for employees who are receiving a bonus between pay periods. You processed your payroll with another payroll vendor within the last 12 months. You need to import the hours-of-servicee data from the prior vendor to calculate the employees ACA benefit status for the look-back period. You import job applicants from a third-party recruitment application. You import employee schedules for the next schedule period. You import a group of employees taking vacation time. Copyright ADP, LLC 5

12 What Are the Dataa Update Methods? Overview Importing is a convenient way to update your database with new information. However, importing is just one method that you can use to update your data. Data Update Methods and Descriptions The following table describes the data update methods. Method Import Mass change Manual data entry Description Use to upload multiple types of data with different values. Use to enter the same field value for a group of employees. Use to change information for one employee at a time. Access Process > Utilities > Import Process > HR > Mass Change Various options on the People menu Important Information The Mass Change feature is limited to the following fields. The fields thatt are available depend on which ADP solutions your company uses. Note that FLSA applies only to U..S. based practitioners. Benefits Eligibility Classs Businesss Unit Clock Daily Rate Data Control Deduction Deduction in Arrears Balances FLSA Home Cost Number Home Department Home Phone Area Code Hourly Rate Job Title Location Rate 2 Rate 9 Rate Type & Amount Reports To Salary Rate Standard Hours Union Code Worker Category Additional Resources For more informationn about the Mass Change feature, see online Help or the Initiating a Mass Change learning byte on the Support Center. Copyright ADP, LLC 6

13 The Dataa Import Process Overview Once you determine that importing is the appropriate data update method to use, you can begin to follow the data import process. Stages and Descriptions Stage 1. Preparing for the import 2. Importing the data 3. Validating the imported data Description Determine the import type. Prepare the dataa import file. View data in its current state. Set import preferences. Go to the Import page to process the import. View the imported data in ADP Workforce Now or run a report to compare to the baseline report.. Troubleshoot anyy import errors or warnings, and verify that the data imported ass expected. Important Information You may need to set up for importing by making the appropriate selections on the Company Options page. You make these selections only once, during your initial setup. Any practitioner who is granted access to importing employee data can import data to any company code includedd in a data import file, regardless of other permissions or restrictions. This is true even if the practitioner does not have access to data for that company code. Therefore, your company should restrict access to importing tasks to super users or security masters. Copyright ADP, LLC 7

14 Preparing for the Import Overview Preparing for data import involves determiningg the import type, preparing the data import file, viewing the data in its current state, and setting your import preferences, if needed. Learning Activity: Determining the Import Type Scenario You need to update the phone numbers and add the new mail stop for everyone in the Accounting department. In addition, all accountants have been issued new mobile phones, so you need to update those phone numbers. Instructions Use the table to determine the import type. If You Need to Import HR or payroll-related validation tables Employee changes New hire dataa Benefits enrollments Beneficiary and dependent information Payroll batches Labor charge fields (only if you have Essential Time & Attendance) Manual check data Hours that were paid to employees from a prior payroll vendor within the last 12 months Demographic and job history data for applicants Schedules (only if you have Essential Time & Attendance) Time zones (only if you have Essential Time & Attendance or client-hosted Enhanced Time & Attendance) Time-off transactions or balances (accruals) (only if you have the Time Off feature) Then Your Import Type Is Validation Tables Employees Employees Employees Employees Paydata Time and Attendance Manual Checks ACA Prior Vendor Hours Applicants Time and Attendance Time and Attendance Time Off Accruals Additional Resources For more information about importing ACAA hours of service from a prior vendor, see the Importing ACA Prior Vendor Hours quick reference guide on the Support Center. If you have purchased Essential ACA and need information about importing benefit offering information into ADP Workforce Now, see the Importing Employee Dataa guide. Copyright ADP, LLC 8

15 What Is Preparing a Data Import File? Overview Preparing a data import file includes completingg the tasks necessary to create the file and ensure that it meets all requirements. These requirements differ depending on the type of data thatt you are importing. Example You are preparing an employee data import file. You need to ensure thatt either the Position ID or Associate ID is the first field in thee file and then add the other required fields for the import. Save the file in CSV format, naming the file using the correct file naming convention. Copyright ADP, LLC 9

16 Tasks and Descriptions The following table describes some tasks that will help to ensure that you have correctly prepared your data import file. Task Include all required fields. Ensure that all field headings are correct. Ensure that fields are in the correct sequence. Ensure that all data values are valid. Save the file using the correct file-naming convention. Save the file in the correct format. Description For each import type, certain fields are required in order for the records to be properly indexed. Field headings must match the requirements specified in the appropriate importing guide. Certain key fields must be displayed at the beginning of each record. The data that is included in the file must be valid for the type of data that you are importing. In order for a file to be compatible with ADP Workforce Now, you must use the appropriate file-naming convention for each import type. You must save the file in the correct file format with the correct filename extension for each import type. Additional Resources For more information about preparing validation table data, employee data, paydata, time and attendance data, and time off data import files, see the job aids in the appendix. For more detailed information about preparing your data import files, see the following ADP Workforce Now guides on the Support Center. If You Need to Import HR or payroll-related validation tables Employee changes New hire data Benefits enrollments Beneficiary and dependent information Payroll batches Labor charge fields Manual check data Hours that were paid to employees from a prior payroll vendor within the last 12 months Demographic and job history data for applicants Schedules Time Zones Time-off transactions or balances (accruals) Then See the Following Guide Importing Validation Table Data Importing Employee Data Importing Employee Data Importing Employee Data Importing Employee Data Importing Paydata Importing and Exporting Time and Attendance Data Importing Manual Check and Reversal Data Importing ACA Prior Vendor Hours quick reference Importing Applicant Data Importing and Exporting Time and Attendance Data Importing and Exporting Time and Attendance Data Importing Time Off Data Copyright ADP, LLC 10

17 Accessing Import Guides and Templates on the Support Center Job Aid Overview The first two stages in the data import process involve determining the import type and preparing the data import file. The Support Center is your resource for finding the files that you need, including import guides and templates. You can downloadd and use these files to make sure that your imports have the correct format. Instructions Step Action 1 From any ADP Workforce Now page, click (support). 2 In the Support Center Resources section, click Product Documentation. 3 In the Importing Data into ADP Workforce Now section, click the data type that you want to import. If You Want to View An import guide An import template Then In the Guide section, click the link. 1. In the Templates section, select the desired template. 2. Save the downloaded template. 3. Open the downloaded template. 4. Save a copy of the templatee as a.csv file and follow the formatting requirements when preparing your import data. 4 Close the Support page. 5 Click Back to return to ADP Workforce Now. Copyright ADP, LLC 11

18 Scenario You need to update the work phone numbers and add the new mail stop for everyone in the Accounting department. In addition, all accountants have been issued new mobile phones, so you need to update those phone numbers. Instructions Step Action 1 Open the file or create a new, blank file in a spreadsheet or text editor application. 2 In the first row, enter the required key field headings. Note: For employee data imports, you must include the Position ID or Associate ID as the first field for the records to be properly indexed. If you use Associate ID as the first field, Position ID must be the second field. 3 In the first row, enter other field headings for the type of data that you are importing. Note: Each field heading must match the requirements specified in the "Field Requirements" chapter of the Importing Employee Data guide. 4 In each subsequent row, enter (or copy and paste) the values for each record. Ensure that you enter and format the data correctly. 5 Verify the following: All headings match the specifications indicated in the Importing Employee Data guide. All field values have been entered and contain valid data. All fields are in the correct sequence. 6 Save the file as a CSV or TXT file. Note: If you have multiple files, you can add them to a ZIP file. Copyright ADP, LLC 12

19 Important Information If you use a text editor to prepare your data import file, you must separate each field heading or value with a comma. The following is an examplee of an employee data import file as it is displayed in a text editor application.. Tips If you use Microsoft Excel to prepare your data import file and have values with leading zeroes, you can apply the text or a custom format to those cells to retain the leading zeroes. You can use Custom Reports to easily create import files. For example, you might need to change all of the employees phone numbers. You can export a report that includes the information, save the file as a CSV file, and make the necessary changes to the phone numbers. If you use Custom Reports to create import files, ensuree that all of the file headers are accurate as indicated in the appropriate import guide. Copyright ADP, LLC 13

20 Learning Activity: Preparing Import Files Instructions Review each scenario. Then, compare the following sample files to determine if the import file is properly prepared. Use the checklist on the following page to record your answers. If necessary, refer to the appropriate job aid in the appendix for additional assistance. Scenario 1: Preparing a Validation Table Import File Due to a recent corporate acquisition, Geneva Entertainment now owns a large number of additional office buildings in many Midwestern cities. You need to import these new locations into the Location validation table. Validation Table Excel File Prepared Import File Copyright ADP, LLC 14

21 Scenario 1: Preparing a Validation Table Import File (cont.) Importing Validation Table Data Guide Excerpts Import File Preparation Checklist Are all required fields displaying? Are all field headings correct? Are fields in the correct sequence? Are all data values in the data file valid? Does file use the correct file-naming convention? Yes No Important Information You must remove the Validation Table header row before saving the CSV import file. Copyright ADP, LLC 15

22 Learning Activity: Preparing Import Files (cont.) Scenario 2: Preparing a Paydata Import File You just prepared your paydata import file for a group of employees for the current pay period, and you are ready to import it. Paydataa Import Template Prepared Import File Copyright ADP, LLC 16

23 Scenario 2: Preparing a Paydata Import File (cont.) Importing Paydata Guide Excerpts Import File Preparation Checklist Are all required fields displaying? Are all field headings correct? Are fields in the correct sequence? Are all data values in the data file valid? Does file use the correct file-naming convention? Yes No Copyright ADP, LLC 17

24 Viewing the Data in its Current State Overview You can view the dataa in its current state so youu can compare later when validating the imported data. This is especially important when using the importing feature to update data in ADP Workforce Now. You can do this by viewing data within ADP Workforce Now or by running a baseline report to get a snapshot of your data as it exists beforee your import. What Is a Baseline Report? Overview A baseline report is a snapshot of your data in its current state, before the import. You can refer to this report to confirm thatt your data was updated as expected. Depending on which type of information you are importing, you can run a standard report or createe and run a custom report. You should run a baseline report only if you aree updating existing records. You do not need to run a baseline report if you are adding records. Example You plan to import new work contact information for all employees in the Accounting department. You use the Employeee Directory report as yourr baseline report. This report shows employee contact information as of today, before you import the new information. Additional Resources For more information about standard reports, see online Help. For more information about baseline reports, see the Creating Simple Reports in ADP Workforce Now self study course. Copyright ADP, LLC 18

25 Viewing Existing Data in ADP Workforce Now Job Aid Scenario Roberta Carney does not currently have a workk cell number as part of her contact information. Instructions Select People > Personal Information > Personal Profile. Then, navigate to several employees' records to view their phone numbers before importing the file. Copyright ADP, LLC 19

26 Setting Preferenc ces for Employee Data Imports Job Aid Overview Import preferences are settings that you select to determinee how an import runs. Use the Import Preferences page to configure these settings. Scenario John Dexter needs to receive an notification each time that employee data is imported. Instructions Starting Point: Process > Utilities > Import Step Action 1 Select Import Preferences. 2 In the Employee Import row, click WFN-Template. 3 In the Name field, enter Employee Changes. 4 In the Description field, enter All Changes. 5 In the When the Import Finishes Send the Message Notification To field, select a user ID. 6 In the When the Import Finishes Send an To field, enter jdexter@ geneva.com. 7 Click Save. Copyright ADP, LLC 20

27 Importing the Data Overview Once you have prepared your dataa import file, you are ready to import the file into ADP Workforce Now. Activity: Importing Employee Data Scenario A data import file containing the new work contact information for everyone in the Accounting department is ready for you to import. Instructions Starting Point: Process > Utilities > Import Step Action 1 Select Employees. 2 Click Add. 3 Click Browse for Files. Result: The File Upload window opens. 4 Click Add Files. 5 Select EMPBVccc.CSV and then click Open. 6 Click Upload. 7 Click Done. 8 Select the data import file. 9 Click Other Actions and select Start. Tip For employee data imports, you can choose a descriptive file name of up to 55 characters. You can include uppercase and lowercase letters, numbers, spaces, underscores (_), dashes ( ), ampersands (&), and colons (:) in thee file name. Copyright ADP, LLC 21

28 Activity: Importing Validation Table Data Scenario Due to a recent corporate acquisition, Geneva Entertainment now owns a large number of additional office buildings in numerous Midwestern cities. You need to import these new locations into the Location validation table. Instructions Starting Point: Process > Utilities > Import Step Action 1 Select Validation Tables. 2 Click Add. 3 Click Browse for Files. Result: The File Upload window opens. 4 Click Add Files. 5 Select VALcccAA.CSV and then click Open. 6 Click Upload. 7 Click Done. 8 Select the data import file. 9 Click Other Actions and select Start. Best Practice Tip As a best practice, always load your company level data before you import your employee level or paydata information. From the Setup > Tools > Validation Tables page, you can also export certain validation tables to a CSV file. Make updates as desired and then import the data back into ADP Workforce Now. Additional Resources For more informationn about exporting validation tables to CSV files, updating them, and importing the data back into ADP Workforce Now, see the following: Importing Validation Table Data guide on the Support Center Online Help Copyright ADP, LLC 22

29 What is Importing Paydata? Overview You import paydata before you calculate your preview payroll. Typically, you calculate your preview payroll after you add new hire information and enter any changes to employee information. After paydata tasks are complete and all paydata batches are in balance, you can then calculate your preview payroll. Paydata Import File Example You just prepared your paydata import file for a group of employees for the current pay period, and you are ready to import it. Important Information If you mistakenly calculate preview payroll before you import all of your paydata, click Make Corrections on the Payroll Dashboard. Additional Resources For more informationn about importing paydata, see the Importing Paydata guide on the Support Center. Copyright ADP, LLC 23

30 What Is Importing Benefits Enrollments? Overview If your company uses Benefits, you can import benefits enrollments, dependents, and beneficiaries. Example You need to enroll employees and their dependents in major medical and dental plans. The following is an example of a data import file. Important Information You must set up the appropriate benefit plans and make sure that the dependent records already exist before importing benefit enrollments. You must import benefit enrollments as separate import files. For example, you cannot import benefits enrollments and change an employee s name using the same import file. You must import employee enrollments before you import dependent enrollments. Dependents will be auto enrolled, when appropriate, even if the dependent enrollments are not included in the importt file. For example, with the following conditions, all of the active dependents will be auto enrolled: Active dependent records exist for the employee in ADP Workforce Now. The coveragee level for the employee s enrollment iss Employee plus Family. Copyright ADP, LLC 24

31 Validating the Imported Data Overview You can either run reports or view the data in ADP Workforce Now to validate your imports. This is the final stage of the data import process. Note that if you ran baseline reports prior to importing yourr data, you can use the reports to validate updates made to existing records. Validation Methods and Descriptions ADP Workforce Now provides several methods to validate your imported data. The following table describes the two main methods to validate your imported data. Validation Method Run a report and compare it to the baseline report. View the dataa on the appropriate page in ADP Workforce Now. Description You can either run an Audit Trail report or run the same baseline report as a comparison to identify the differences in output before and after import. The following table describes how to navigate to the appropriate page. If You Need to Then Selectt Verify Paydataa Process > Payroll > Paydata Validation table data Employee data Benefit Enrollments Manual checks and reversals ACA prior vendor hours Applicant data Time and attendance data (Essential Time & Attendance only) Labor charge fields Schedules Time-offf transactions and accruals (Time Off feature only) Setup > Tools > Validation Tables People > Personal Information > Personal Profile People > Benefits > Enrollments Process > Payroll > Manual Checks People > Pay > Pay Statements > ACA Prior Vendor Hours Statements Process > Talent > Applications Setup > Time & Attendance > Labor Charge Fields People > Time & Attendance > Monthly Schedule People > Time Off > Time Off Balances Additional Resources For more information about standard reports, see online Help. For more information about custom reports, see the Creating Simple Reports in ADP Workforce Now self study course. Copyright ADP, LLC 25

32 Troubleshooting Errors and Warnings Overview Once you have imported the data into ADP Workforce Now,, you may need to troubleshoot any errors or warnings that occurred. Begin by checking the log files. Errors and warnings are generated when data iss incomplete or invalid. If errors occurred, the data import file status will be displayed as Completed with Errors. The following is an example of this status. You click the file name to display the log and too view details about the errors. You receive a unique log for each import attempt. Import Error Example The following is an example of an import log containing error messages. Copyright ADP, LLC 26

33 Types and Descriptions The following table describes and provides examples of errors and warnings. Type Description Impact Example Error Occurs when data is incomplete or invalid The recordd that caused the error is rejected, and none of the data inn that record is imported. A digit is missing from an employee's position ID. Warning Occurs when data that is being imported may impact other areas in ADP Workforce Now The recordd is imported, but your follow-up is required. An employee is moving to another state. Because the move may have tax implications, you may need to enter new information on the employee's Tax Withholdings page. Important Information Log files are purged after 90 days. Tip You can delete log files manually by navigating to Setup > Tools > Log Files. Select the desired file and click the Delete button. Additional Resources For more informationn about import errors, see the following ADP Workforce Now guides on the Support Center: Importing Validation Table Data Importing Employee Data Importing Paydata Importing Manual Check and Reversals Data Importing Applicant Data Importing ACA Prior Vendor Hours quick reference Importing and Exporting Essential Time and Attendancee Data (only if you have Essential Time & Attendance) Importing Time Off Data (only if you have the Time Off feature) Importing and Exporting Enhanced Time and Attendance Data (only if you have Enhanced Time & Attendance) Copyright ADP, LLC 27

34 Learning Activity: Correcting Import Errors Instructions Review the following scenarios and, in each case, identify the issue and the best method for correction. Use the space provided to recordd your answers. Scenario 1 You tried graphic. d to import employee changes, but errors occurred, as shown in the following Copyright ADP, LLC 28

35 Scenario 1 (cont.) The following is the employee dataa import file that you tried to import. Compare the import file with the Log for Employee Import report. What caused the errors and what is the resolution? Tip When you are importing employeee changes, if you encounter the error The value for the field Is Paid By WFN is required to import A New Hire, check the position ID to ensuree that it matches that of an existing employee. If the position ID does not match that of an existing employee, the record will be rejected inn ADP Workforce Now as an incomplete new hire record. Copyright ADP, LLC 29

36 Scenario 2 You tried to import paydata, but errors occurred, as shown in the following graphic. The following is the paydata import file that youu tried to import. Compare the log and the data file. What causedd the error, and what is the resolution? Copyright ADP, LLC 30

37 Guidelines The following table describes what you should do to correct import errors in different situations. If You Are Importing And Then Non-payroll data Records were rejected Fix the errors in the data import file and run the import again Non-payroll data Records were imported, but some values are incorrect Fix the errors in the data import file and run the import again or Fix the errors using manual data entry in ADP Workforce Now Note: You cannot manually enter data in ADP Workforce Now for ACA prior vendor hours. Paydata An error occurred Delete the paydata batch, fix the errors in the data import file, and run the import again Tip When importing data, you can use the tilde (~) to delete individual values in certain fields. For example, to delete a phone number, enter a tilde in the corresponding field and perform the import. Copyright ADP, LLC 31

38 Practice: Importing Data Scenario 1: Employee Data All employees in the Sales department have been issued new mobile phones. You need to import the new phone numbers for these employees. Data Import File The following illustrates the data that is included in the dataa import file. Note: The company code that is shown in the Position ID field in the illustration may differ from the one that was assigned to you. Instructions Step Action 1 Locate and view the data in its current state so that you can validate the import later. 2 Import the EMPS2ccc.CSV file into ADP Workforce Now. Note: The name of your data import file will differ from the one shown. The "ccc" in the file name will be replaced by the three-character company code assigned to you. 3 Check the log file, and navigate to the appropriate page or pages to validate the imported data. Copyright ADP, LLC 32

39 Scenario 1 Results Viewing Current-State Data Note that Canadian version of this screen will display Social Insurance Number rather than Social Security Number. Importing the File Copyright ADP, LLC 33

40 Scenario 1 Results (cont.) Checking the Log File Validating the Imported Data Copyright ADP, LLC 34

41 Scenario 2: Validation Table Data The company has reorganized and you need to add a large number of new departments. Data Import File The following illustrates the data that is included in the dataa import file. Note: The company code that is shown in the illustration may differ from the one thatt was assigned to you. Instructions Step Action 1 Locate and view the data in its current state so that you can validate the import later. 2 Import the VALcccS1.CSV file into ADP Workforce Now. Note: The name of your data import file will differ from the one shown. The "ccc" in the file name will be replaced by the three-character company code assigned to you. 3 Check the log file, and navigate to the appropriate page or pages to validate the imported data. Copyright ADP, LLC 35

42 Scenario 2 Results Viewing Current-State Data Importing the File Copyright ADP, LLC 36

43 Scenario 2 Results (cont.) Checking the Log File Validating the Imported Data Copyright ADP, LLC 37

44 Scenario 3: Paydata Your offshore location has sent you its pay information for this pay period. You need to import this information as a separate paydata batch. Data Import File The following illustrates the data that is included in the dataa import file. Note: The company code that is shown in the illustration may differ from the one thatt was assigned to you. Instructions Step Action 1 Locate and view the data in its current state so that you can validate the import later. 2 Import the PRcccEPI.CSV file into ADP Workforce Now. Note: The name of your data import file will differ from the one shown. The "ccc" in the file name will be replaced by the three-character company code assigned to you. 3 Check the log file, and navigate to the appropriate page or pages to validate the imported data. Important Information If "Not Ready to Run" is displayed in the Exclusions column, your paydataa import file is uploadedd but cannot be imported because the payroll cycle has not been started. Once you startt the payroll cycle and return to this page, the Statuss column will display as Completed. Copyright ADP, LLC 38

45 Scenario 3 Results Viewing Current-State Data Importing the File Copyright ADP, LLC 39

46 Scenario 3 Results (cont.) Checking the Log File Validating the Imported Data Copyright ADP, LLC 40

47 Scenario 4: Benefits Enrollment Data You need to import the updated benefits enrollment information into ADP Workforce Now. Note that the data import file used in thiss scenario is supported by U.S. databases only. Data Import File The following illustrates the data that is included in the dataa import file. Note: The company code that is shown in the illustration may differ from the one thatt is assigned to you. Instructions Step Action 1 Locate and view the data in its current state so that you can validate the import later. 2 Import the EMPS3ccc.CSV file into ADP Workforce Now. Note: The name of your data import file will differ from the one shown. The "ccc" in the file name will be replaced by the three-character company code assigned to you. 3 Check the log file, and navigate to the appropriate page or pages to validate the imported data. Copyright ADP, LLC 41

48 Scenario 4 Results Viewing Current-State Data Importing the File Copyright ADP, LLC 42

49 Scenario 4 Results (cont.) Checking the Log File Validating the Imported Data Copyright ADP, LLC 43

50 Knowledge Check 1. Which of the following are tasks for preparing a data import file? (Select all that apply.) a. Ensure that field headings are correct. b. Ensure that data values are valid. c. Ensure that all values are separated by semicolons. d. Save the file as an XLS file. 2. Two hundred of your employees have moved to new company locations. Which import option should you select to update your database with this new information? a. Validation Tables b. Employees c. Paydata d. Applicants 3. Which of the following tasks do you perform when verifying imported data? (Select all that apply.) a. View the data on pages in ADP Workforce Now. b. Set your import preferences. c. Review and troubleshoot any import errors and warnings that occur. d. Compare baseline and post import reports. 4. Which of the following statements about troubleshooting import errors are true? (Select all that apply.) a. If multiple errors occurred during an employee data import, you must correct the errors in the data import file and run the import again. b. You should verify column headings against requirements in the import guide and carefully prepare files to prevent many common errors. c. If errors occurred during a paydata import, you must delete the paydata batch that was imported, fix the errors in the paydata import file, and import the corrected paydata file. d. Warnings occur when data is incomplete or invalid, whereas errors occur when data that is being imported may affect other data in ADP Workforce Now. Copyright ADP, LLC 44

51 Course Closing The Bridge is an online community for payroll and HR professionals where you can ask questions, share knowledge, make connections, and learn from industry experts and peers about a broad range of human capital management topics. You can access TheBridge.adp.com (United States) or TheBridge.adp.ca (Canada) to do the following and more: Learn how other professionals are getting more from their ADP solutions with time and time and labor management. Connect with other payroll practitioners, HR professionals, featured industry saving resources and helpful features. Join community spaces or topics of interest, including tax, payroll, HR and benefits, representatives, and ADP subject matter experts. Share your experiences. Check the Frequently Asked Questions or ask the community. How to Access The Bridge Job Aid Instructions If you are logged on to ADP Workforce Now, at the top of any page, click If you are not logged on, completee the following instructions. (The Bridge). If You Are A U.S. practitioner Canadian practitioner Then 5. Access thebridge.adp.com. 6. Log on using your ADP Workforce Now user name and password. 7. Select Products > ADP Workforce Now. 8. Access thebridge.adp.ca. 9. Log on using your ADP Workforce Now user name and password. 10. Select Groups > All Groups > Workforce Now Resource Centre. Copyright ADP, LLC 45

52 How to Access Support Job Aid ADP provides various resources to help you perform your tasks after class. Instructions Step Action 1 At the top of any page, click (support). 2 In the Search field, enter a topic and then click (search). Result: The available online Help and training are displayed. 3 Review the available resources. United States practitioners: If You Want To Then Read online Help Access a learning byte Click the Documentation tab and select a topic. In the Learning Resources section, click Just-in- Time Learning. Canadian practitioners: If You Want To Read documentation View step-by-step instructions View learning bytes Then Select Documentation and select a topic. Select Knowledge and select a topic. Select Learning and select a topic. 4 To close the Support page, click Back. Copyright ADP, LLC 46

53 Continuing Education Credits Continuing education credits are offered to ADP s U.S. based practitioners. ADP is an approved provider of recertification credit hours (RCHs) by the American Payroll Association (APA) and continuing professional education (CPE) credits by the National Association of State Boards of Accountancy (NASBA). Most ADP courses are eligible for RCHs and CPE credits. RCHs and CPE credits provide recognition for updating or broadening professional competencies and may be used to maintain certifications such as the Certified Payroll Professional (CPP) and Certified Public Accountant (CPA). Professional organizations establish their own certification procedures, which are subject to change. Professional organizations often require documentation of class objectives, agenda, and duration, along with a certificate of completion. This information is provided at the end of your handout manual. At your request, your instructor will provide you with a certificate of completion at the end of this class. Copyright ADP, LLC 47

54 Training Evaluation Please take a moment to complete the evaluation. Copyright ADP, LLC 48

55 ADP Course Description Importing Data in ADP Workforce Now (80874) Program Content This course prepares participants to import employee data, validation table data, and paydata into ADP Workforce Now. Objectives Upon completing this course, participants will be prepared to do the following: Prepare files for import. Import data into ADP Workforce Now. Verify imported data. Audience This course is intended for practitioners who need to import data into ADP Workforce Now. Prerequisites None Advance Preparation None Participant Materials Participants need to print the Importing Data in ADP Workforce Now handout manual before attending class. Method of Presentation Virtual class (VC), Group Internet Based Duration 2.15 hours Continuing Education Credits This course may be eligible for the following recertification credit hours (RCHs) and continuing professional education (CPE) credits (U.S.-based practitioners only): RCH: 2.0 CPE: 2.0 Note: ADP is unable to grant formal RCH and CPE credits to a participant logged on to class through a mobile device. Continuing Education Credits are offered to ADP s U.S.- based practitioners.

56 In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted on a 50-minute hour. ADP, LLC, Employer Services, is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: In accordance with the American Payroll Association (APA), recertification credit hours (RCHs) apply to Certified Payroll Professional (CPP) and Fundamental Payroll Certification (FPC) credentials. Recommended Field of Study (NASBA) Specialized Knowledge and Applications Privacy Policy View ADP's Privacy Policy. V HR17CMB1010 Copyright ADP, LLC

57 Appendix Contents Importing Data in ADP Workforce Now Preparing the Employee Data Import File Job Aid... 1 Preparing the Validation Table Data Import File Job Aid... 3 Preparing the Paydata Import File Job Aid... 5 Preparing the Time and Attendance Data Import File Job Aid... 7 Preparing the Time Off Data Import File Job Aid... 9 Preparing the Manual Check Data Import File Job Aid Entering Comments in Employee Data Import Files... 14

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59 APPENDIX Importing Data in ADP Workforce Now Preparing the Employee Data Import File Job Aid Tasks and Descriptions When you prepare an employee data import file, perform the following tasks. Task Include all fields. required Ensure that all field headings are correct. Ensure that fields are in the correct sequence. Ensure that all data values are valid. Save the file using the correct file-naminconvention. Save the file in the correct format. Description You must include the Position ID fields in order for the records to be properly indexed. Note: If you are importing additional positions for employees, you must also include the Associate ID field. You can include Tax ID Number and Tax ID Type. When you use these fields as key identifiers, do not include Associate ID, Position ID, and other identifiers in the header record. Each field heading must match the requirements that are specified in the "Field Requirements" chapter of thee Importing Employee Data guide. Your employee data import file must use one of the following sequences: Position ID must be the first field. Associate ID must be the first field, and Position ID must be the second field. All other fields that you are importing may be listed to the right in any sequence. Ensure that you enter and format the data correctly. For example, enter the Tax ID number as nine digits withh or without dashes and without spaces. You can use almost any file-naming listed in the "Understanding Employee Data Import Files" chapter of the Importing Employee Data guide. Note: If you want to import records from multiple company codes within the convention for employee data import files. Restrictions are same file or positions that are not associated with a company code, you must use the file-naming convention EMPcccxx.CSV. Save the file as a CSV or TXT file. Note: You can also import a ZIP file that contains one or more CSV or TXT employee dataa import files. Note: These considerations also apply to time off and benefits related data import files. Example You need to import work and fax numbers for all employeess in the Accounting department. The following is an example of thee employee data import file. Copyright ADP, LLC 1

60 APPENDIX Important Information ADP reco hires. ommends that you use the ADP Workforce Now New Hire wizard to add new However, if you need to import new hires, different field requirements apply. The following table lists required fields for differentt types of new hires. If the New Hire Will be paid through ADP Workforce Now Payroll Will not be paid through ADP Workforce Now Payroll Then You Must Include These Fields in the Data Import File Position ID Birth Date Change Effective On Co Code (if Position ID is not included) File # (If Position ID is not included or if File # is not set to autogenerate) First Name Is Paid by WFN Last Name Middle Namee Pay Frequency* Position Usess Time (if the new hire will track time using ADP Workforce Now Essential Time & Attendance) Rate Multiplier* Rate Type* Tax ID Number SUI/SDI Tax Jurisdiction Code* Worked in State Tax Code* * *Note: If you have company default values that you want to assign to the new hires, you do not need to include these fields in your data import file. Position ID Change Effective On Is Paid by WFN First Name Last Name Position Usess Time (if the new hire will track time using ADP Workforce Now Essential Time & Attendance) Note: The Position ID field must always appearr in the header, but its value is not required if it is auto generated. If you use ADP Workforce Now HR, you must also include the Hire Date, Job Title or Job Code, and Position Start Date fields for the new hires in your data import file. Additional Resources For more informationn about preparing new hiree data importt files, see the "Importing Data for Newly Hired Employees" chapter of the Importing Employee Data guide on the Support Center. Copyright ADP, LLC 2

61 APPENDIX Preparing the Validation Table Data Import File Job Aid Tasks and Descriptions When you prepare a validation table data import file, perform the following tasks. Task Include all fields. required Ensure that all field headings are correct. Ensure that fields are in the correct sequence. Ensure that all data values are valid. Save the file using the correct file-naminconvention. Save the file in the correct format. Description At a minimum, you must include the following fields in the data import file: Co Code Table Name Table Code Description Note: Some validation tabless require additional fields. These requirements are specified in the "Setting Up for Validation Table Import" chapter of the Importing Validation Table Data guide. Validation table data import files do not contain a header row. However, the validation table name must match the requirements that are specified in the "Detailed Field Requirements" chapter of the Importing Validation Table Data guide. Your validation table data import file must use the following sequence: Co Code must be the first field. The name of the validationn table must be the second field. Table Code must be the third field. The other fields that you are importing are listed to the right. Ensure that you enter and format the data correctly. For example, enter company codes with only three characters.. Use the file-naming convention VALcccAA..CSV, where "ccc" representss the company code. Save the file as a CSV file. Copyright ADP, LLC 3

62 APPENDIX Example You need to import additional locations. The following is an example of the validation table data import file. Additional Resources For more informationn about preparing validation table data import files, see the Importing Validation Table Dataa guide on the Support Center. Copyright ADP, LLC 4

63 APPENDIX Preparing the Paydata Import File Job Aid Tasks and Descriptions When you prepare a paydata import file, perform the following tasks. Task Include all fields. required Ensure that all field headings are correct. Ensure that fields are in the correct sequence. Ensure that all data values are valid. Save the file using the correct file-naminconvention. Save the file in the correct format. Description You must include the Co Code, Batch ID, and File # fields in order for the records to be properly indexed. Additional fields are required and vary depending on the type of paydata that you are importing. These requirements are specified in the "Detailedd Field Requirements" chapter of the Importing Paydata guide. Each field heading must match the requirements that are specified in the "Detailed Field Requirements" chapter of the Importing Paydata guide. Your paydata import file must use the following sequence: Co Code must be the first field. Batch ID must be the second field. File # must be the third field. The other fields that you are importing are listed to the right. Ensure that you enter and format the data correctly. For example, enter file numbers with no more than six digits. Use the file-naming convention PRcccEPI. CSV, where "ccc" representss the company code. Note: If you want to import multiple paydata import files, use the file-naming convention EPIcccAA.CSV, where "ccc" represents the company code. Save the file as a CSV file. Copyright ADP, LLC 5

64 APPENDIX Example You need to import paydata for a satellite office. The following is an example of the paydata import file. Important Information To indicate the absence of numeric data in a paydata import file, simply leave the value blank. Do not enter a zero. Note: With Effective Dating, data in the importt file is validated against employee records that are in effect as of the current pay period end date. Paydata for future new hires is not imported. Future new hire records with paydata are dropped. Additional Resources For more informationn about preparing paydataa import files,, see the Importing Paydata guide on the Support Center. Copyright ADP, LLC 6

65 APPENDIX Preparing the Time and Attendance Data Import File Job Aid Tasks and Descriptions The following information only applies if you have Essential Time & Attendance. When you prepare a time and attendance dataa import file, considerations differ depending on the type of time and attendance data that you are importing. Note: Time and attendance data import files have no file naming convention but must be saved as CSV or TXT files. Accruals The following table describes the tasks for accrual imports. Task Include all equired fields. Ensure that all field headings are correct. Ensure that fields are in the correct sequence. Ensure that all data values are valid. Description You must include the followingg fields in the data import file: USERID (Associate ID) EMPLOYEEID (Position ID) Each field heading must matchh the requirements that are specified in the Importing and Exporting Essential Time and Attendance Data guide. Your data import file must use the following sequence: USERID must be the first field. EMPLOYEEID must be the second field. The other fields that you are importing are listed to the right. Ensure that you enter and format the data correctly. For example, enter USERID numbers without spaces. Labor Charge Fields The following table describes the tasks for labor charge field imports. Task Include all equired fields. Ensure that fields are in the correct sequence. Ensure that all data values are valid. Description You must include the followingg fields in the data import file: ID Description Your data import file must use the following sequence: ID must be the first field. Description must be the second field. The other fields that you are importing are listed to the right. Ensure that you enter and format the data correctly. For example, enter all dates in the MMDDYYYY format. Note: Labor charge field data import files do not contain a header row. Copyright ADP, LLC 7

66 APPENDIX The following table describes the tasks for schedule imports. Task Include all equired fields. Ensure that all field headings are correct. Ensure that fields are in the correct sequence. Ensure that all data values are valid. Description You must include the followingg fields in the header record of the data import file: From Date To Date or Number of Days You must include the followingg fields in the detail records: Position ID In Date In Time Each field heading must matchh the requirements that are specified in the Importing and Exporting Essential Time and Attendance Data guide. For detail records, your data import file must use the following sequence: Position ID must be the first field. In Date must be the second field. In Time must be the third field. The other fields that you are importing are listed to the right. Ensure that you enter and format the data correctly. For example, enter all dates in the MMDDYYYY format. Example You need to import labor charge field values for chargeable accounts in Essential Time & Attendance. The following is an example of the time and attendance data import file. Additional Resources For more information about preparing a time and attendance data import file, see the Importing and Exporting Essential Time and Attendance Data guide on the Support Center. For more information about Essential Timee & Attendance field requirements, contact your Essential Time & Attendance implementation team. Copyright ADP, LLC 8

67 APPENDIX Preparing the Time-Off Data Import File Job Aid Overview The following information only applies if you have the Time Off feature. With the Time Off Accruals import feature, youu can transferr accruals and other time off transactions from external sources. This featuree can be useful if accruals or time off balances are calculated outside of the Time Offf feature in ADP Workforce Now or if your company is transferring data from a new acquisition. You can import the following transaction types: Taken Summed Taken Adjusted Requested Carryover External Awards (Accruals) Restart Award Stop Award Restart Processing Stop Processing Note: You cannot assign or unassign employees to time off policies using the Time Off Accruals import. For more information about importing assignments, seee the Importing Employee Data guide. Copyright ADP, LLC 9

68 APPENDIX Tasks and Descriptions The following table describes the tasks for accrual imports. Task Include all equired fields. Ensure that all field headings are correct. Ensure that fields are in the correct sequence. Ensure that all data values are valid. Description You must include the followingg fields in the data import file: PositionID TimeOffPolicyName You will also need to enter additional required fields, depending on the transaction type. Each field heading must matchh the requirements that are specified in the "Import Files and Fields" chapter of the Importing Time Off Data guide. Your data import file must use the following sequence: The header record must be the first record and contain the field names for the data to be imported. Ensure that you enter these names exactly as listed in the Importing Time Off Data guide. The following fields are included in the header record: PositionID TimeOffPolicyName TransactionType ReasonCodess TransactionStartDate TransactionStartTime TransactionAmount TransactionUnit SendtoPayrolll Ensure that you enter and format the data correctly. For example, enter POSITIONID values without spaces. Copyright ADP, LLC 10

69 APPENDIX Example You receive pay information for this pay periodd from your offshore location. You need to import time off taken for everyonee in one department for the week. Additional Resources For more informationn about preparing a time off data import file, see the Importing Time Off Dataa guide on the Support Center. Copyright ADP, LLC 11

70 APPENDIX Preparing the Manual Check Data Import File Job Aid Tasks and Descriptions Task Choose the data import file format that you want to use. Include all equired fields. Ensure that fields are in the correct sequence. Ensure that all data values are valid. Save the file using the correct file-naming convention. Save the import file in the correct format. Description Before creating a manual check for importing, you must choose the file format that you want to use: CSV or XML. Note: If you are not experienced with XML, ADP recommends that you use the CSV file format. See the "Understanding the Manual Check and Reversals Data Import Process" chapter of the Importing Manual Check and Reversals Data guide. You must include CSV File Type, Company Code, Check Level, and Distribution Level fields. See the "Understanding the CSV Import File" chapter of the Importing Manual Check and Reversals Data guide. Your manual check data import file must have the following sequence: CSV File Type must be the first field. Only one CSV file type/schema per import is allowed. Company Code must be the second field. Multiple company codes are allowed. Check Level must be the third field. Multiple check levels per company code are allowed. Distribution levels occur after check level. Twenty-four distribution levels are allowed. Each manual checkk must have at least one distribution. See the "Detailed Field/Tag Requirements" chapter of the Importing Manual Check and Reversals Data guide. Ensure that you enter and format the data correctly. For example, negative amounts requiree a negative sign ( ). See the "Detailed Field/Tag Requirements" chapter of the Importing Manual Check and Reversals Data guide. Use one of the following file-naming conventions, depending on which file format you chose: Manual_Check_Import.CO.ccc.<Client-defined file Identifier>.CSV, where "ccc" represents the company code Manual_Check_Import.CO.ccc.<Client-defined file Identifier>.XML, where "ccc" represents the company code Example: Manual_Check_Import.CO.B3A.Jan13.CSV or Manual_Check Import.CO.B3A.Jan13.XML See the "Understanding the Manual Check and Reversals Data Import Process" chapter of the Importing Manual Check and Reversals Data guide. Save the import file as a CSV or XML file. Copyright ADP, LLC 12

71 APPENDIX Example: CSV File Note: This illustration is an example of a single distribution. Multiple distributions repeat CheckLevel, DistributionLevel, and so on, as required following the first distribution. Additional Resources For more informationn about preparing a manual check and reversals data import file, see the following: The Importing Manual Check and Reversals Data guide on the Support Center Online Help Copyright ADP, LLC 13

72 APPENDIX Entering Comments in Employee Data Import Files Overview You can enter comments in the employee data import file for your reference. These comments will not be used by ADP Workforce Now but may be useful to you. You can reserve entire columns or records for your comments. The first record in the employee data import file is the header record. The header record contains all of the field names to be imported. You can onlyy have one header record in a file, and it must be at the beginning of the file. You add comments to or after the header record, depending on the type of comment. Comment Types and Descriptionss You can enter comments in a special comment column or in a separate record. The following table describes each comment type. Comment Type Column Record Description Reserves an entire column in the import file for comments Reserves an entire record in the import file for comments How to Insert In the header record, use two exclamation points (!!) ass the first two characters in the comment column's field name. Note: You can include leading spaces. Place the comment record anywhere after the header record in the import file. Use two exclamation points (!!) as the first two characters in the comment record. Note: Do not insert leading spaces. Example: Comment Column The Position ID is the first column in your import file, and it does not easily identify who the employees are. To help you identify each employee, you want to addd a comment column containing each employee s first and last name. In the header record, you insert!! Name as the comment column s field name, and then you add the employees' names. Because the comments are for your reference only, the names are not processed in the import. Copyright ADP, LLC 14

73 APPENDIX Example: Comment Record You need to share an import file with others who require the information in Spanish. You add a comment record beginning with!! and a description of the fields translated into Spanish. Guideline If any comment contains a comma, such as Last Name, Firstt Name, you must enclose the comment in quotation marks. Example: Comment Column You add two comment columns to a file to identify each employee s name and whether the employee's birth date was verified. In the comment column for employee names, you must enclose the comment field name and all employee names in quotation marks because the last and first names are separated by a comma. Example: Comment Record This comment record for birth date correctionss must be enclosed in quotation marks because the birth date includes a comma. Additional Resources For more informationn about using comment columns and records, see the Importing Employee Data guide. Copyright ADP, LLC 15