ADP Tax Integration / User Support

Objective

  • To provide instructions on using ADP Tax Integration

User

  •  Finance & Business Services IT/Payroll

Scope

  • ADP Tax Integration is a Laravel job that will export employee's demographic, wages, deduction & end of the year tax document data from the Banner into the ADP system.  This extract of data will be uploaded to ADP via the SFTP site
  • The data that transferred to ADP server will be loaded to the ADP system. Finance & Business Services will utilize the services of ADP Smart Compliance to pay Miami's withholding taxes throughout the year on Miami's behalf

Environment

  • 1157613: ADP Tax Integration

Procedure

  •   Follow the AppWorx instructions in this KB article  to run the ADP Tax Integration:
    •  ADP-Tax-Periodic File:
      1.  For Original Payroll Event: 
        1. Command Name: Do not modify
        2. Year:  Enter the four digit year of the payroll needs to be run. (Format: YYYY)
        3. Pict Code: Enter the payroll type for the payroll needs to be run
          Enter one of the following two-character values: MN (Monthly), BW (Biweekly), or B2 (Student)
        4. Pay Number: Enter the Pay Number for the payroll needs to be run
        5. Sequence Number: ​​​Unless the Amendment Mode (see item 8 below) is set, this setting selects a specific sequence number for the payroll being run. This field defaults to 0 if not provided.For the original payroll event (Sequence 0), enter 0
        6. Check Date(Optional): This optional feature is used when processing adjustment payrolls and is not applicable when processing the original payroll event. Leave this field blank for the original payroll event (Sequence 0). (Format: -c YYYYMMDD or --checkDate YYYYMMDD)
        7. Audit(Optional):  This optional feature is used to create a draft version of the Periodic file and save the file to the “…\pay\payshared\ADP_PayrollValidation” folder without sending a file to ADP
          Leave this field blank to create and send the Periodic file to ADP or enter -a to generate a draft version. (Format: -a or --audit)
        8. Amendment Mode(Optional): It ignores the Sequence Number setting (see item 5 above) and sends all sequence numbers that have not been sent to ADP. Leave this field blank for the original payroll event (Sequence 0). (Format: -x or --amendment) 
        9. IgnoreADPSent(Optional):  When the Periodic file is created, the AppWorx job updates the ADP_Sent field on the deduction record with the current date & time the record is processed.  By default, leave this field blank to only include records processed in the current batch.  To include all records regardless of the ADP_Sent being populated, enter --ignoreADPSent.  (Format: -i or --ignoreADPSent)  
        10. disableFileSend(Optional): Disable the sending of the file to ADP. This needs to be used if you wish to disable the file from being sent but not run in audit mode. To disable the sending of a file to ADP put --disableFileSend. (Format: -d or --disableFileSend)       

          WARNING: The IgnoreADPSent feature is usually not used and should only be used if we need to regenerate a file that ADP did not process.  Sending data that has already been sent and processed by ADP will cause an out-of-balance condition in ADP’s system and require manual intervention to resolve                                                                                                      

          Scenario 1: Create and send one Periodic file for the 2023 B2 # 3 payroll                                                                                                                                                                

          Scenario 2:
          Create a draft of the Periodic file for the 2023 B2 # 3 payroll                                                                                                                                           
      2.  For Adjustment Payroll Event
        1. Command Name: Do not modify
        2. Year:  Enter the four digit year of the payroll needs to be run. (Format: YYYY)
        3. Pict Code: Enter the payroll type for the payroll needs to be run
          Enter one of the following two-character values: MN (Monthly), BW (Biweekly), or B2 (Student)
        4. Pay Number: Enter the Pay Number for the payroll needs to be run
        5. Sequence Number: ​​​Unless the Amendment Mode (see item 8 below) is set, this setting selects a specific sequence number for the payroll being run. This field defaults to 0 if not provided.For an adjustment payroll, leave this field blank
        6. Check Date(Optional): This optional feature selects a specific check date for adjustment payrolls if multiple Periodic adjustment files need to be created.Leave this field blank to include multiple check dates in a single Periodic adjustment file, or enter a date in YYYYMMDD format to create a Periodic adjustment file for only one check date. Note that if this feature is used, this process will need to be repeated for each unique check date to report all payroll adjustments created for the current day. (Format: -c YYYYMMDD)
        7. Audit(Optional):  This optional feature is used to create a draft version of the Periodic file and save the file to the “…\pay\payshared\ADP_PayrollValidation” folder without sending a file to ADP.
          Leave this field blank to create and send the Periodic file to ADP or enter -a to generate a draft version. (Format: -a)
        8. Amendment Mode(Optional): It ignores the Sequence Number setting (see item 5 above) and sends all sequence numbers that have not been sent to ADP. To process a Periodic adjustment file, enter -x in this field. (Format: -x) 
        9. IgnoreADPSent(Optional):  When the Periodic file is created, the AppWorx job updates the ADP_Sent field on the deduction record with the current date & time the record is processed.  By default, leave this field blank to only include records processed in the current batch.  To include all records regardless of the ADP_Sent being populated, enter -i.  (Format: -i)     
        10. disableFileSend(Optional): Disable the sending of the file to ADP. This needs to be used if you wish to disable the file from being sent but not run in audit mode. To disable the sending of a file to ADP put -d (Format: -d)             

          WARNING: The IgnoreADPSent feature is usually not used and should only be used if we need to regenerate a file that ADP did not process.  Sending data that has already been sent and processed by ADP will cause an out-of-balance condition in ADP’s system and require manual intervention to resolve                                                                                                     

          Scenario 1: Create and send one Periodic adjustment file with multiple check dates for all adjustments entered on 1/10/2023.                 The adjustments were made to 2023 B2 payroll # 3 payroll. On 1/10/2023 Payroll entered seven adjustments with the following check   dates: 1/11/2023, 1/12/2023 and 1/13/2023                                                                        

          Scenario 2: Create a draft for a single Periodic adjustment file with multiple check dates for all adjustments entered on 1/10/2023.     The adjustments were made to 2023 B2 # 3 payroll. On 1/10/2023 Payroll entered seven adjustments with the following check   dates:1/11/2023, 1/12/2023 and 1/13/2023                                                                                     

          Scenario 3: Create and send to ADP separate Periodic adjustment files for each check date entered on 1/10/2023. The adjustments were made to 2023 B2 # 3 payroll. On 1/10/2023 Payroll entered seven adjustments with the following check dates: 1/11/2023, 1/12/2023 and 1/13/2023. To complete this task, we must create three separate Periodic adjustment files. One for each check date                                    

          Periodic adjustment file to report the 1/11/2023 check date                                                                                                       

          Periodic adjustment file to report the 1/12/2023 check date                                                                                                           

          Periodic adjustment file to report the 1/13/2023 check date                                                                                                                        
    •   ADP-Tax-Quarterly File: 
      • Prerequisites:
        1. Prior to running the quarterly file, the PXRW2xx Banner job must be run to create the W2 box information with the "Tax Quarter" parameter entered with the "A" (All) option to report YTD information
        2. Before the Quarterly File for the 4th Quarter is created, the PZPW2AD Banner job needs to be executed to create the W2 addresses that will be reported to ADP                                                                                                                                                                            
      • Command Name: Do not modify
      • Year:  Enter the four digit year of the quarter needs to be run. (Format: YYYY)
      • Pict Code: To include all payrolls in the Quarterly file, enter ALL.  This is the only option you should enter when sending a Quarterly file to ADP.           For troubleshooting, make sure you set the Audit parameter to -a  and enter one of the following two-character values: MN (Monthly), BW (Biweekly),  or B2 (Student) to run a report for a specific payroll. WARNING: Sending a Quarterly file for a single payroll will report inaccurate data to ADP
      • Quarter: Enter the quarter number(1-4) for the quarter being reported
      • QuarterlyFile Type (Optional) This optional field is used for closed quarter reporting.  If used, enter one of the following reporting types: A= Amendment File, E= Exception File (late original filing), W= W2 Management File (employee W2 printing). By default, this parameter should be left blank.  (Format: -f TYPE)
      • Amendment Date(Optional):  If the QuarterlyFile Type is completed, enter the amendment ascertained date.  By default, this parameter should be left blank. (Format: -t YYYYMMDD Example: 20230116)
      • Amendment Code(Optional): If the QuarterlyFile Type is completed, enter up to 10 reason codes.  Please refer to Amendment Reason Codes_120922.pdf in the “…\pay\payshared\ADP_PayrollValidation\Support\ADP File Specs\” folder for a complete list of amendments or contact your ADP representative. (Format: -c CODE or -c CODE,CODE)
      • Audit(Optional): This optional feature is used to create a draft of the Quarterly file (excluding SSN’s) and saves the file to the “…\pay\payshared\ADP_PayrollValidation” folder without sending the file to ADP. Unlike the Periodic process, for security reasons, a copy of the Quarterly file is not saved to the ADP_PayrollValidation folder if this option is not set. Leave this field blank to create and send the Quarterly file to ADP or enter -a to generate a draft version. (Format: -a)
      • Disable the sending of a File to ADP Format.  This feature will create a Quarterly file with SSNs and save it to a secure IT folder but will not send the file to ADP. To obtain a copy of the file, please open a ticket with App Ops and include the file name from the Appworx email you received after running the job.This feature should only be used on an exception basis when troubleshooting file issues. (Format: -d).                                                                                                                                                                                                                                                                                              Before sending an Amendment file, please contact your ADP representative to discuss the reason for sending an Amendment file                                                                                                                                                                                                                                                                                Scenario 1:  Send ADP a Quarterly file for all payroll events processed for the 3rd Qtr for 2023                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                               Scenario 2: Create a draft of the Quarterly file for all payroll events processed for the 4th Qtr for 2022                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       Scenario 3: Create a draft of the Quarterly file for B2 payroll events processed for the 3rd Qtr for 2023                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                               Scenario 4: Send ADP an amended Quarterly file for all payroll events processed for the 2nd Qtr for 2023 and include the following  amendment information                                                                                                                                                                                                     
      • File Type:  Amendment (-A)
      • Amendment Date: June 1, 2023 (-t 20230601)
      • Amendment Reasons: 1A=ADMINISTRATIVE ERROR 45=FIT TAXES WERE
        UNDERSTATED
        (-c 1A,45                                                                                                                                                                 

 

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Details

Article ID: 148320
Created
Tue 12/20/22 1:12 PM
Modified
Thu 5/16/24 1:33 PM
Can you resolve this issue yourself?
Yes! This is self-service with a smile.
Supported Office or Community
Finance and Business Services IT (FBS-IT)