This guide will outline the steps to complete an ADP Run integration with Payroll Integrations Inc.
Please note that the Payroll Administrator on the ADP Run account will need to complete the below steps to set up successfully.
If you have multiple ADP payroll IDs under the same ADP Run account, please see 'Multiple ADP Payroll IDs/Companies Under a Single Sign-On'.
Contents:
Creating a Payroll Integrations Account
Mapping Deductions and Earnings Codes
Creating a Payroll Integrations Account:
1. Navigate to Payroll Integrations through the link provided to you by your 401k recordkeeper.
The link provided should be https://www.payrollintegrationsapp.com/[recordkeeper]. Please note that [recordkeeper] will be unique to your specific 401k recordkeeper.
2. Click 'Create Account' below "Sign In". Please note that your Payroll Integrations account is a completely separate account from your 401k account through your recordkeeper. You Payroll Integrations account will be used strictly for the integration.
3. Enter your email address and click 'Create Account'.
4. A verification email will be sent to your email within a couple of minutes. Click the link in the verification email to verify your account.
Note: If you do not receive a verification email, repeat steps 1-3 in case there was a typo.
5. Create a password. The Password must be at least 8 characters with 1 lower-case letter, 1 upper-case letter, 1 number, and 1 special character.
6. Log into your Payroll Integrations account.
7. Agree to the terms and conditions.
Setting Up Your Plan:
1. Enter the company name and your company ID as indicated by your 401k recordkeeper.
2. Click 'Save'.
Connecting to ADP Run:
If you have multiple ADP payroll IDs under the same ADP Run account, please see 'Multiple ADP Payroll IDs/Companies Under a Single Sign-On'.
1. Click the "Create Division" button in the middle of your screen.
2. Select the 'Run Powered by ADP' Logo from the options listed.
3. Click the blue "Connect a New Payroll Account" button.
4. Your plan name will auto-fill under the connection name. If will be connecting multiple payrolls, you may edit this connection name. Click 'Create'.
5. Click the blue copy button to the right of your unique 'integration code'. Do not use the sample code listed in the image below. Click the 'Payroll Integrations Application' link above your unique 'integration code'.
6. You will be redirected to the ADP Marketplace and prompted to log in with your ADP Run login credentials.
7. Once logged in, click ‘Buy Now’ in the top right corner of your screen.
Please note, if the 'Buy Now' button says 'Request to Buy' you do not have the correct permissions to complete the setup. Please have your payroll administrator complete these steps.
8. Select your tier size based on the number of employees your company has. This employee count will include employees eligible for the retirement (regardless if they are currently participating in the retirement plan or not) and employees who have not yet met their eligibility requirement (if applicable to your retirement plan). We will be pulling the full census so your recordkeeper can track eligibility statuses.
Pricing starts at $30/month for up to 25 employees. If the number listed does not match your current total employee count, click "Change" in blue.
Once you select your plan size, click ‘Save Changes.’ If it was already listed correctly in the last step, disregard this step.
9. Click ‘Edit’ in the yellow highlighted section that says 'Payroll Integrations requires additional information'.
10. Paste the alphanumeric code you copied in step 5. This code is a 32 digit alphanumeric code that is unique to your plan. Click ‘Save Details.’ Then click ‘next’ in the bottom right of the screen (as seen above).
If you did not copy your unique onboarding code before opening up the ADP marketplace, go back to the Payroll Integrations site and copy the code in the second bullet point. Do not use the sample code shown below.
11. Billing for the integration will be added to your ADP invoice as a line item. Click 'Next'.
12. Confirm your order details. If everything is correct, check the box to agree to the Terms of Service and click ‘Complete Purchase’.
13. Return to Payroll Integrations website and click on the ‘ADP Consent Manager’ link in the 3rd bullet point. This approves the integration and is a crucial step that needs to be completed before moving on.
14. Click ‘Allow’ at the bottom of the screen to complete the connection.
15. Return to the Payroll Integrations web page and click "Back to Dashboard".
16. Repeat steps 1-15 for each ADP payroll ID/company you wish to connect. If you have multiple ADP payroll IDs under the same ADP Run account, please see 'Multiple ADP Payroll IDs/Companies Under a Single Sign-On'.
Set Up Division:
1. Click "Create Division" again.
2. Select 'Run Powered by ADP'.
3. Click the dropdown and select the connection you have made through the ADP Marketplace then click 'Next'.
4. Confirm your details thus far. If everything is correct, click ‘Looks Good’
5. Fill out the requested information on the 'Division Details' page. Please note that some recordkeepers will require additional information than what is listed below.
If your retirement plan allows loans, please select if employees are allowed single loans or multiple loans at one time. If your plan allows no loans, you may leave the loan setting as is.
Click 'Next' once you have completed the requested information.
6. Select your payroll frequency in the drop down. If a day of the week and/or date of next payroll is requested, please enter based upon check date. If you do not see your payroll frequency listed in the dropdown, you may select 'Custom', the number of payrolls you run in a month, and the check dates.
7. Enter the date you would like the integration to start and click ‘Next'. The integration will begin sending payroll files to your recordkeeper from the activation date onward.
If previous payrolls need to be sent to your recordkeeper, we can send those retroactively. You may set the activation date up to 30 days in the past. If additional payrolls are needed that are more than 30 days in the past, please submit a ticket here.
8. Confirm your details thus far. If everything is correct, click ‘Create Division’. If there is something that needs editing, click the ‘revisit’ link.
9. Click 'Back to Dashboard'
10. Repeat steps 1-9 under 'Set Up Division' for each ADP payroll ID/company you wish to connect.
Mapping Deductions and Earnings Codes:
1. Click 'Finish Setup' on the right hand side of the screen.
2. Click ‘Start’ next to 'Deduction Codes'.
3. The Payroll Integrations system will attempt to auto-map the 401k employee deduction codes to their corresponding buckets on the right-hand side. Verify on the left-hand side that there are no additional 401k employee deduction codes left unmapped. If there are, please drag and drop those codes to their corresponding buckets on the right.
You will need to select any 401k Pretax and Roth 401k deduction codes as "Flat Dollar" or "Percentage". The codes that end in "A" will always be "Flat Dollar" and the codes that end in "P" will always be "Percentage".
Additional notes in regards to "Flat Dollar" and "Percentage" outlined under 'Multiple Deduction Codes of the Same Type'.
401k Loan codes will need to be prioritized. If you only have one 401k loan code in payroll, please mark this code as "Priority 1". If you have multiple loan codes in payroll, please prioritize them in the order you would like loans to be setup in ADP.
4. Once you have completed mapping the employee deduction codes, please click 'Review Changes' in the bottom right-hand side.
5. Verify that all of your deduction codes have been mapped to the proper deduction sources on the following page. If any changes are needed, click 'Back' in the bottom right to make any adjustments. If everything looks good, please click 'Save Deduction Codes' in the bottom right-hand side.
6. Repeat this process for your company’s earnings codes by clicking 'Start' next to 'Earnings Codes', then dragging and dropping the appropriate codes from the left to the buckets on the right. Once complete, click 'Review and Save' and then 'Save Earnings Codes'.
7. If multiple divisions, repeat steps 1-6 for each.
Employee Filtering:
Payroll Integrations will pull full census for employees active in the current calendar year regardless of the employee type. If you have employees on your census that fall under certain excluded classes defined in your plan documents, you will want to complete the 'Employee Filtering' section. Please see 'How to Use the Employee Filtering Feature in Payroll Integrations App' to complete this.
Please note, that if a person is excluded only because they have not yet met their eligibility (i.e. age, time employed with company, etc.), you do not need to add them to the employee filter. Your recordkeeper will track your employee's eligibility and send out enrollment information once they have met their eligibility.
Employee Loans:
If there are any existing 401k loans at the time the integration is being set up, a one-time loan mapping will need to be completed to log these existing loans in the Payroll Integrations system. Please see 'How to use the Employee Loans Feature in the Payroll Integrations App' to complete this mapping.
Please complete this mapping for each division you have connected with a separate template.
Important Notes:
Multiple Deduction Codes of the Same Type:
If you have multiple deduction codes in payroll for a single deduction type, it will prompt you to update that code’s usage type as either All, Percentage, Dollar or Forbid Updates. The definitions are provided below:
All: All deduction updates will be updated to this deduction code
Percentage: Only deductions that are set up to deduct a percentage each pay period will be updated to this deduction code
Dollar: Only deductions that are set up to a flat dollar amount each pay period will be updated to this deduction code
Forbid Updates: No deduction updates will be updated to this deduction code
Multiple ADP Payroll IDs/Companies Under a Single-Sign On:
If you use a single-sign on (SSO) for ADP to access and run payroll for multiple payroll IDs/companies, only the primary company on the payroll account will be connected using your SSO account. If you need to connect additional companies or you do not want the primary to be connected, please see "How to Create 'Alternate Users' in ADP Run."
Once you have created an alternate user, use the alternate user credentials you've created to complete the 'Connecting to ADP Run' section of this guide.
For any further assistance, please submit a help desk ticket here and we will get back to you as soon as possible.