The HR activities include Verify Information, Complete Job Details (ADP) and Send Candidate Data to ADP.
Verify Information
Review the onboarding information submitted by the New Hire. If it is not correct, you will need to restart an earlier activity for the New Hire, or restart the New Hire's process.
If the submitted information is correct, click on the checkbox to acknowledge.
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Complete Job Details
The Complete Job Details page allows users to review or edit the New Hire’s information before sending the data to ADP. By default, the data captured during the onboarding process is populated in their respective fields on this page. However, users have the flexibility to modify this populated data if necessary. Additionally, if any fields are empty and require values to be sent to ADP, you can enter the appropriate data in those fields on this page. This ensures that all the required information is captured and sent to ADP.
The Complete Job Details page will have the data displayed in sections as shown below.
Note: When setting up ADP-related configurations through Organization Management, System Administrators can configure the sections that appear on the Complete Job Details page. For more details, please click here.
A sample Complete Job Details page with sections/fields supported by ADP for data integration are shown below:
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Expand each section and fill out the data as given below.
Personal
The data captured during the New Hire onboarding process is displayed in this section. However, certain fields highlighted below were not captured during the process and therefore are not populated on this page. If these fields are required to be sent to ADP, you can manually enter the necessary values. Please consider the following points while completing this section:
- Passing the Applied for SSN value is not supported.
- Regardless of the selected values on this page, the Reason for Hire will always be sent as "New Position" to ADP.
- By default, the candidate’s First Name is populated in Preferred Name. This can be changed if needed.
- Under Demographic information, the Race ID Method defaults to “Self ID” and the EEO Ethnic Code and Ethnicity are populated with the data captured from New Hire’s Self-Identification Race form. If “Declined to Self Identify” is indicated on New Hire’s Self-Identification Race form, then no data will populated in these fields.
- The mailing address and home address captured during the New Hire's onboarding process are populated as the Legal Address and Secondary Address, respectively, on this page. If the mailing address is not captured during the New Hire’s onboarding process, the home address will be populated as both the Legal Address and the Secondary Address.
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Employment
The fields highlighted below do not populate from the New Hire’s process. Enter values in these fields if they need to be sent to ADP. Please consider the following points while completing this section:
- Passing the Empl Class value to ADP is not supported.
- The "Reports To" indicates the Position ID of the supervisor in ADP and Home Cost Number is the Job cost number assigned to the employee.
- The initial value in the FLSA Overtime field is set to "No". For the FLSA Code value "E” (Exempt), the FLSA Overtime will remain "No" indicating that overtime is not applicable. On the other hand, for the "N” (Non-Exempt) value, FLSA overtime is set to "Yes" meaning that overtime does apply. However, these settings can be modified as necessary.
| FLSA Code = E & FLSA Overtime = "No" |
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| FLSA Code = N & FLSA Overtime = "Yes" |
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Payroll
The values highlighted below are to be entered if you want them to be sent to ADP. Please consider the following points while completing this section:
- The values Pay Frequency, Rate Type and Compensation Rate are mandatory on this page.
- If values Rate 2 to Rate 9 are selected in Rate Type, the value “Hourly” is passed to ADP.
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Employee Tax Summary
This section will be in read-only mode and provides a summary of the tax data collected during the New Hire onboarding process. To change these values on this page, the tax information under Payroll and Taxes must be updated.
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In this example, the Federal withholding is indicated as exempt. As a result, the fields for Dependent Amount, Other Income, Deductions and Extra Withholdings will display a value of “0”.
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Tax Entry
The tax data captured during the New Hire’s onboarding process is populated here. The fields highlighted below are to be entered if they need to be sent to ADP. Please consider the following points while completing this section:
When exempt is indicated on the Federal withholding
the Deductions, Dependent Amount, Other Income and Federal Additional Tax Amount fields will not be present under Federal Tax sub-section. The “Do not calculate Federal Income Tax” check box will be defaulted as selected.
| When exempt is indicated on Federal Tax Withholding |
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If exempt is not indicated on Federal withholding, then the fields are present with values populated from the New Hire's Federal Withholding form.
| When exempt is not indicated on Federal Tax Withholding |
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When exempt is indicated on work state withholding
there will be no values in state marital status, exemptions and additional amount fields and the tax details should be updated manually in ADP under employee's Pay Profile. For more details, please click here.
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If working or living in one of these states/providences: AZ, CT, GA, MO, NY, MS, NC, PR
the percent withholding from gross taxable wages should be updated manually in ADP under employee's Pay Profile. Such transactions will have instructions provided on top of this section. For more details, please click here.
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State's Additional Tax Amount field is restricted to accept only three digits and less
The additional withholding amount per pay period captured from the New Hire's state withholding form, is populated under the State Tax section on this page in the State's Additional Tax Amount field. However, if the value entered on the state withholding form exceeds three digits, it will not be populated in this field due to the restriction. In such cases, if the value needs to be sent to ADP, you will need to manually enter it.
| Additional withholding amount entered on the State Withholding Form |
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| State Additional Tax Amount in Complete Job Details |
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When SUI/SDI tax code relevant to the work state is not indicated on this page:
then the default SUI/SDI value set for the Company will be updated in ADP.
To select SUI/SDI Tax Code, click on the prompt and select a value relevant to the work state.
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The prompt will show all the SUI/SDI Tax Codes that are synced from ADP.
From the list, select any SUI/SDI Tax Code relevant to the work state. This will populate the code along with the description on the Complete Job details page.
Note: If you need to change the description of any SUI/SDI tax Code, do it in ADP setup and then sync SUI/SDI data from ADP Related Configuration through Organization Management. The changed description will reflect in the SUI/SDI Tax Code prompt for the transactions for which the Complete Job Details is pending or editable. Note: These changes will not visible in the transactions where the data has already been sent to ADP.
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If the code relevant to the work state doesn't exist, you may leave the SUI/SDI code as blank on the Complete Job Details page. In ADP, the SUI/SDI Tax Code will be updated with the default value set for the Company. For more datils on setting the default value in ADP, please click here.
Note: If any SUI/SDI Tax Code is made inactive in ADP that value will not be synced to Smart Onboarding when “Sync SUI/SDI Status” button is clicked on the ADP Related Configuration page and thus will not show in the SUI/SDI Tax Code prompt. For more details on syncing SUI/SDI data, please click here.
If any SUI/SDI Tax Code is made inactive in ADP and SUI/SDI data is synced in Smart Onboarding after completing the Complete Job Details activity with that particular code, then you may edit the Complete Job Details activity and modify the SUI/SDI Tax code with an active value if the data is not sent to ADP. Note: For the transactions where the data has already been sent to ADP this will have no impact. Even if the code is made inactive later in ADP, it will continue to appear on the Complete Job details page for these transactions.
With invalid SUI/SDI Tax Code the following error message will be displayed on the "Send Candidate Data to HR" page when the integration is triggered between Smart Onboarding and ADP.
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Direct Deposit
The Direct Deposit details from the New Hire's Paycheck Preferences are displayed here and can be modified if needed. Multiple accounts can be included in the Direct Deposit, but duplicate values in the Deduction Code are not allowed.
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If multiple rows with duplicate Deduction Code exist, an error will be displayed when the activity is saved.
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Statutory Compliance
The disability details captured from New Hire’s Self-Identification Disability form are populated here.
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Note: Sending the employee Veteran Status and Emergency Contacts through integration is currently not supported by ADP.
Send Candidate Data to ADP
This is the final step before sending the candidate's data to ADP. To proceed, acknowledge the review of documents by checking the box at the bottom of the page, then click the "Send Candidate Data to ADP" button.
Clicking the "Send Candidate Data to ADP" button initiates the integration between Smart Onboarding and ADP, creating the employee in ADP after a successful data push.
Note: Ensure the “AllowHRISByPass” property under Product Preferences is turned ON for the Organization. If this property is OFF, the integration will not be triggered, and the activity will be completed by simply clicking the "Save" button. For more details on Product Preferences, please click here.
Click on the "Download Signed Forms" option if you want to collect and preserve employee's information.
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After a successful data push, the associate ID generated in ADP will be displayed at the bottom of the Complete Job Details page as shown below:
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Note: If "Skip System Update" is selected in Complete Job Details, then the "Send Candidate Data to HR" button will not be available and the New Hire integration does not happen.
The "Save" button will be present at the bottom to save the activity.
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Where to locate integrated employee data in ADP?
Log in to ADP Workforce and search using the applicant's name. The search will display the details of the applicant matching the name.
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To view other details, click on the profile icon next to applicant’s name and access the links available in the menu
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For more information on accessing the updated profile data for the applicant, please refer to the following sections:
Personal Profile
To access personal profile, search with employee’s name and click on “Personal” tab. The sections highlighted below will show the person data updated in ADP:
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Below is where you may access Complete Job Details section page fields in ADP.
Employment Profile
To access Employment Profile, search with applicant’s name and click on “Employment” tab. The sections highlighted below will show applicant’s employment data updated in ADP:
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Below is where you may access Complete Job Details section page fields in ADP:
Pay Profile
Search with applicant’s name and click on the profile icon next to name. This will open the menu as shown below. Under Pay option, click on the “Pay Profile” link.
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The sections highlighted below on the Pay Profile page will show the applicant’s pay data updated in ADP.
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Below is where you may access Complete Job Details section page fields in ADP:
Tax Withholdings
Search for the employee and navigate to Pay Profile. For more details, please click here.
On the Pay Profile page, the sections highlighted below will show the applicant’s tax withholding data updated in ADP.
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Federal
Note: If Federal withholding is indicated as exempt then the Dependent Amount, Other Income, Deductions and Extra Withholdings values will update as “0”.
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State
Note: If working state is indicated as exempt then the withholding values should be updated manually in ADP.
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Note:
a) If SUI/SDI tax data is not provided on Complete Job Details, the default value set for the Company will be updated in ADP. To set the SUI/SDI value, follow the steps given below:
Navigate to Home → Setup → Payroll → Company Options.
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Click on the Company Code link.
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Under Company Options, scroll down to New Hire Defaults and set default values for State Worked in and SUI/SDI State.
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b) If working or living in one of these states/providences: AZ, CT, GA, MO, NY, MS, NC, PR then the percent withholding from gross taxable wages must be updated manually in ADP under employee's Pay Profile.
For more details on navigating to Pay profile, please click here.
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Below is where you may access Complete Job Details section page fields in ADP.
Direct Deposit
Search for the employee and navigate to Pay Profile. For more details, please click here. On the Pay Profile page, the sections highlighted below will show the applicant’s Direct Deposit information updated in ADP.
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Below is where you may access Complete Job Details section page fields in ADP.
Disability
To access Disability details, search with applicant’s name and click on “Statutory” tab. The sections highlighted below will show applicant’s disability data updated in ADP:
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Below is where you may access Complete Job Details section page fields in ADP.
Note: There is another way to access applicant’s data in ADP. The corresponding steps are given below:
Navigate to Process → Hire/Rehire.
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Click on “Go to Hire” button under the corresponding tile.
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Click on “Hire History” tab. This will display the list of all hired employees.
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Use search field to search for the employee. When the search result display, click on the name to access employee's name.
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The hire data of the employee displays as below. Expand each section to view the details.
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When does an employee is considered as a rehire?
An employee is considered as a rehire if the employee already exists with the given SSN in ADP and is terminated. When the rehire employee data is sent to ADP, the Rehire Date, Rehire Reason and the Direct Deposit details will be updated in ADP and the employee status will again change to "Active". This is explained in detail below with an example:
To verify the employee details in ADP search with the employee name as shown below.
The Hire Date and the Status can be verified under Profiles details. Before terminating, the employee status will be "Active". The SSN of the employee can be viewed under Tax ID by navigating to the Personal tab:
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Before rehire details are sent to ADP, the Rehire Date and Rehire Reason will be empty for the employee. This can be verified by navigating to Employment Profile (Employment tab) under "Status" section as shown below. The values in these fields will be updated after the rehire employee data is sent to ADP.
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To view the Direct Deposit details navigate to employee's Pay Profile. For more details on navigating to employee's Pay Profile, please click here.
After system push, the Direct Deposit details of the hire will be deleted and rehire Direct Deposit information will be updated in ADP .
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For the employee to be eligible as a rehire, the employee must be terminated in ADP. When the employee is terminated, the "Active" status will be updated to "Terminated" as shown below.
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In Smart Onboarding, on the Complete Job Details page load, the system checks for the presence of an employee with the given Social Security Number (SSN) in ADP and verifies if that employee has been terminated. If an employee with the same SSN already exists in ADP and is found to be terminated, a rehire message will be shown at the top of the page.
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If an employee exists with the given Social Security Number (SSN) and is not terminated in ADP, then the employee is not considered as rehire. The following error message will display on the "Send Candidate Data to HR" page when the employee data is integrated with ADP.
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When the rehire data is successfully sent to ADP, the Rehire Date, Rehire Reason and the new Direct Deposit details will be updated in ADP and the employee status will again change to "Active".
The details can be verified by searching with the employee name in ADP as shown below.
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The Rehire Date, Pervious Termination Date and the Rehire Reason can be verified under Employment Profile:
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The Direct Deposit details of the rehire can be verified under employee's Pay Profile. For more details on navigating to employee's Pay Profile, please click here.
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