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The following explains the sections on the Complete Job Details page and highlights key points to consider while completing them:

Complete Job Details:

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 are therefore 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.



Employment

The fields highlighted below are not populated 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"




FLSA Code = N & FLSA Overtime = "Yes"


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.


Employee Tax Summary

This section will be in read-only mode and provides a summary of the tax data collected during the New Hire's onboarding process. If these values need to be updated, you must restart the new hire’s process or the corresponding activity, and the new hire must update their tax information under Payroll and Taxes.




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”.




If the work or resident state has no income tax, the corresponding form will not be included in the new hire's process, and the details will not appear in the tax summary.




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:

Federal Tax

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




If exempt is not indicated on the Federal withholding, then the fields will display values populated from the New Hire's Federal Withholding form.

When exempt is not indicated on Federal Tax Withholding



State Tax

When exempt is indicated on work state withholding

there will be no values in the state marital status, exemptions, and additional tax amount fields and the tax details should be updated manually in ADP under the employee's Pay Profile. For more details, please click here.




If the employee working or living in one of these states/providences: AZ, CT, GA, MO, NY, MS, NC, PR

the percentage withholding from gross taxable wages should be updated manually in ADP under the employee's Pay Profile. Instructions for these transactions will be provided at the top of this section. For details on adding the tax information in ADP, please click here.




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 displayed in this field due to restrictions. In such cases, if the value needs to be added, you will need to enter it manually in ADP.

Additional withholding amount entered on the State Withholding Form




State Additional Tax Amount in Complete Job Details



When SUI/SDI tax code relevant to the work state is not indicated in Complete Job Details:

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. 




The prompt will display all the SUI/SDI Tax Codes synced from ADP. From the list, select the relevant SUI/SDI Tax Code for the work state. This will populate the selected code and its description on the Complete Job Details page.

Note: To update the description of any SUI/SDI Tax Code, the change must first be made in the ADP setup and then synced through ADP Related Configuration in Organization Management. Only System Administrators can perform this sync. Once updated, the new description will appear in the SUI/SDI Tax Code prompt for transactions where Complete Job Details is still pending or editable. However, these changes will not be reflected in transactions where the data has already been sent to ADP.







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 your Company. For more details on setting the default value in ADP, please click here.

Note:

  • If an SUI/SDI Tax Code is made inactive in ADP, it will not be synced to Smart Onboarding and will no longer appear in the SUI/SDI Tax Code prompt.

  • If an SUI/SDI Tax Code is deactivated in ADP after completing the Complete Job Details activity for a transaction, you can edit the activity and update the SUI/SDI Tax Code with an active value, provided the data has not yet been sent to ADP.

  • For transactions where the data has already been sent to ADP, this change will have no effect. Even if the code is later made inactive in ADP, it will still appear on the Complete Job Details page for those transactions. In such cases, update the relevant active code in ADP.

With an invalid SUI/SDI Tax Code, the following error message will be displayed on the "Send Candidate Data to HR" page when the data is pushed to ADP.



Local Tax

If an employee is working or living in Ohio (OH), Pennsylvania (PA) and New York (NY)

the Tax Entry section will include Local Tax details. This section contains additional fields specific to these states for capturing local tax codes. The field prompt will display the synced local tax codes from ADP for the relevant state, allowing HR Specialists to select the applicable code. If the employee's work or residence state is not one of these three, the Local Tax section will not be visible.

Local tax fields by state:

  • Ohio (OH): OH(Ohio) School District 
  • Pennsylvania (PA): PA LST Local 4 and PA Local 5 
  • New York (NY): NY MTA Local 

Selecting local tax codes is optional; however, if chosen, the selected values will be updated in the employee’s "Local Tax Withholding" section in the Pay Profile when their data is sent to ADP. For more details on locating these fields in ADP, please click here. 

Here are a few examples of the Tax Entry section with Local Tax details available:

Work or residence states = OH & PA


Work or residence states = NY & PA



Work or residence states = OH & NY


Work or residence state = PA



To select a code, click on the field lookup. 



 
The synced local tax codes from ADP for the relevant state will be available as a list. Select the applicable value from the list.




The selected value will be displayed in the Local Tax section and will be updated in ADP when the New Hire's data is integrated.




Direct Deposit

The Direct Deposit details from the New Hire's Paycheck Preferences are displayed here and can be modified if necessary. The Deposit Type selected by the New Hire on the Direct Deposit form will determine the value populated in this section. If the New Hire selects "Balance" as the Deposit Type, it will be displayed as "Full Net" in this section. If "Amount" is selected, it will appear as "Partial Net", and if "Percent" is chosen, it will be shown as "Percentage Net".

Please consider the following points while completing this section:

  • Duplicate values in the Deduction Code are not allowed.
  • The maximum value allowed for the "Percentage Net" Deposit Type, entered as a single row, is "99.90".
  • The priority number will be sent to ADP only for Partial Net and Percentage Net Deposit Types.
  • If multiple rows of Partial Net and Percentage Net Deposit Types exist, the first row will be pushed as priority #1, the second as #2, and so on.



If multiple rows with duplicate Deduction Code exist, an error will be displayed when the activity is saved.








Statutory Compliance

The disability details captured from New Hire’s Self-Identification Disability form are populated here.




Note: Sending the employee Veteran Status and Emergency Contacts through integration is currently not supported by ADP.



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