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Home > Guides > User Guide > Hiring > Push to an HRIS system > ADP Hire Process

ADP Hire Process

Step 1: Prepare the Applicant & Verify Required Fields

Once the ADP interface is enabled, an ADP Page in the Applicant File will appear for any users specified in the setup. This page will appear for all applicants but should only be complete for individuals who should be sent over to ADP. To start the process, find the individual’s record that will be exported to ADP.

Once the Applicant is located, use the ADP Page to enter data that does not already exist in the Cyber Recruiter product. This information will be transferred in addition to the required pieces of information necessary for the transfer. Even though some of these fields on these tabs are not required it is good practice to fill out as much as possible to have the most complete record.

On the Pay Info Tab if a value is not selected for the Rate Type, the default will be ‘None’. On the Tax Info Tab if values are not selected for the following fields, the information below will be the default:


Federal Exemption = 0
Federal Marital Status = Single

Employee Status = A
Gender = N (Not specified)
Pay Group = 1 (Period End 1)

Be sure to save your changes after completing this page.

Step 2: Add Record to the Export File

Click on the green link at the bottom of the page to add this individual to the export file. The red indicator will change to indicate the individual is on the list of records to be exported. In this example, the link has not been clicked.

Step 3: Generate the Export File

After verifying and adding the Individual to the export file, from the main menu bar select Applicants > ADP Export to generate the export file.

The Employee ID number is pulled from the Applicant File (Employee File) > ADP Page > Employee ID Field.

This table displays the Individuals who have been added to the export file via the Applicant File > ADP Page. To add additional Individuals to the list, press the Add button and find the individual’s record. To remove individuals from the list, check the box at the end of the record line and click the Delete Selected button. Checking the checkbox in the top of the table will place checkmarks or remove check marks next to everyone’s record. Everyone listed here will be included in the export file.

Click the Export button to create the export file. Enter the name of the file in the Filename field. It is recommended that the Filename have the following sequence: PRcccEMP.CSV. The ‘ccc’ is the company assigned code from ADP. For 2-position Company codes, use the ‘cc’ followed by an underscore ‘cc_’. Cyber Recruiter will save the last export file created. However, this file will be overwritten each time the export process is run. You will need to add the .csv to the file name or it will not export properly. 

Step 4: Verify Results

The page which appears allows you to verify the results and eventually to save the file generated to a network or disk location.

Correcting Errors

The error log indicates that some individuals are missing information, the information for those individuals should be entered and another export performed. Click the Print link to print a report as needed and click the individual’s name to enter the file or make the necessary changes. The export process can be run as many times as needed to obtain an error free file.

Saving the File

If the error log indicates that all individuals were Exported Successfully, click on the link "right-click and choose Save Target As to download the export file" and select "Save File As".  Save the file in a folder to a location that the payroll contact will have access to so that person can pull the file into ADP. Click "Save" to finish the process.  Click on the "Return to ADP Export Page" to finish the process.

Step 5: Prepare Export List for Next Batch

To prepare the ADP Export page for the next batch of new hires, checking the checkbox in the top of the table will place a checkmark next to the Individual’s names. Then, press the Delete Selected button to remove them from this list.

Step 6: Import Into ADP

Using the tools available in ADP, browse to the file generated by Cyber Recruiter. Using the error log verify no errors occurred and the file was imported successfully.

Where the Data Goes in PC/Payroll

Cyber Page  Cyber Field

Field Name/ Description

Length

Valid Values

Requirements/Conditions

ADP > Main  Company

 Co Code

 2-3

A-Z, 0-9, &, -

This is the company code. The code must match the company code in the import file­name, except for 2-position company codes. A 2-position code requires an underscore in the third position of the import filename. The underscore is not allowed in the Co Code field in the import file.

ADP > Main
 Employee #

 File #

 2-6

51-999999

This is the employee number put in Cyber Recruiter.

Demographics> EEO  SSN/SIN

Social Security Number

9 (without dashes) or 11 (with dashes)

0-9, dash

Invalid values1st digit = 8 or 91st three digits = 6661st through 3rd digits = 0004th and 5th digits = 006th through 9th digits = 0000111111111333333333123456789

Must exactly match the value in the database for an existing employee.

 

Demographics > General
Last Name

Employee  Last Name

1-30

A-Z, 0-9, space$ @ [ \ ] ^_ ` { | } ! # % & ' ( ) * + - . / : < = > ?

 

Demographics > General
First Name

Employee First Name

1-30

A-Z, 0-9, space$ @ [ \ ] ^_ ` { | } ! # % & ' ( ) * + - . / : < = > ?

 

 

Demographics > General
Street 1

Address Line 1

 

0-20

A-Z, 0-9, space$ @ [ \ ] ^_ ` { | } ! # % & '( ) * + , - . / : ; < = > ? "

 

Demographics > General
Street 2

Address Line 2

 

0-20

A-Z, 0-9, space$ @ [ \ ] ^_ ` { | } ! # % & '( ) * + , - . / : ; < = > ? "

 

Demographics > General
City

City

6 or 7 (alphanu­meric)

5, 9, or 10 (numeric)

Alphanumeric A-Z, 0-9, dash. Format must be ANANAN or ANA-NAN.

Numeric 0-9, dash. Format must be: NNNNN,NNNNNNNNN or NNNNN-NNNN

 

 

Demographics > General
State/Province

State Postal Code

2

Valid postal abbreviation

 

Demographics > General
Zip/Postal Code

Zip Code

6 or 7 (alphanu­meric)

5, 9, or 10 (numeric)

AlphanumericA-Z, 0-9, dashFormat must be ANANAN or ANA-NAN.

Numeric0-9, dashFormat must be: NNNNN,NNNNNNNNN or NNNNN-NNNN

 

 

Demographics > General
Home Phone

Home Phone Number

 

10

A dash is permitted between positions 3 and 4.

Paired parentheses are permitted around positions 1-3.

If a Home Area Code value is not in the header record, the length must be 10.

 

Demographics> EEO
 Race

Gender

1

M – Male

F – Female

N – Not specified

 

 

ADP > Main
Home Department

Home Department

3 or 6, depending on company setup

A-Z, 0-9, comma/ $ . -

Table Validation Validates to company’s Department table unless importing with validation override is selected.

ADP > Main
Location

Location Code

1-5

A-Z, 0-9, space$ @ [ \ ] ^_ ` { | } ! # % & ' ( ) * + , - . / : ; < = > ? "

Table Validation Validates to company’s Location table unless importing with validation override selected.

ADP > Pay Info Rate Type

Rate Type

1

H – Hourly

S – Salary

D – Daily

N – None

When using a Rate Type code other than N (None), the employee must have a rate amount in the import file.

 

ADP > Pay Info
Rate 1

Rate 1 Amount

 

Salary Rate Types

Min: -99999.99

Max: 99999.99

Hourly or Daily Rate Types

Min: -999.9999

Max: 999.9999

 

If the employee’s Rate Type code is N (None), value must be 0 or blank.

Cannot be blank if the employee’s Rate Type code is changed to S (Salary), H (Hourly), or D (Daily).


Salary Rate Types
If the company is set up with a value in the Salary Rate Limit field and the rate type is hourly; a warning is issued if the amount exceeds that value. A valid amount is added to the database anyway.


Hourly Rate Types
If the company is set up with a value in the Hourly Rate Limit field and the rate type is hourly, a warning is issued if the amount exceeds that value. A valid amount is added to the database anyway.

ADP > Pay Info
Rate 2 Rate 2 Amount
 

Salary Rate Types

Min: -99999.99

Max: 99999.99

Hourly or Daily Rate Types

Min: -999.9999

Max: 999.9999


If the employee’s Rate Type code is N (None), value must be 0 or blank.

Cannot be blank if the employee’s Rate Type code is changed to S (Salary), H (Hourly), or D (Daily).


Salary Rate Types 
If the company is set up with a value in the Salary Rate Limit field and the rate type is hourly; a warning is issued if the amount exceeds that value. A valid amount is added to the database anyway.


Hourly Rate Types 
If the company is set up with a value in the Hourly Rate Limit field and the rate type is hourly, a warning is issued if the amount exceeds that value. A valid amount is added to the database anyway.


ADP > Pay Info
Rate 3 Rate 3 Amount
  Salary Rate Types

Min: -99999.99

Max: 99999.99

Hourly or Daily Rate Types

Min: -999.9999

Max: 999.9999

If the employee’s Rate Type code is N (None), value must be 0 or blank.

Cannot be blank if the employee’s Rate Type code is changed to S (Salary), H (Hourly), or D (Daily).


Salary Rate Types 
If the company is set up with a value in the Salary Rate Limit field and the rate type is hourly; a warning is issued if the amount exceeds that value. A valid amount is added to the database anyway.


Hourly Rate Types 
If the company is set up with a value in the Hourly Rate Limit field and the rate type is hourly, a warning is issued if the amount exceeds that value. A valid amount is added to the database anyway.


ADP > Pay Info
Pay Freq

Pay Frequency Code

1

W – Weekly

B – Biweekly

S – Semimonthly

M – Monthly

D – Daily

5 – 5.2 weeks

2 – 2.6 weeks

4 - 4 weeks

 

   

Hire Status

1

A – Active

L - Leave of Absence

T – Terminated

D - Deceased

 

 

 

ADP > Main
Hire Date

Hire Date

6-10

Same as Adjusted Service Date

Must be a valid date.

   

Birth Date

6-10

Format is m/d/yy

Where m is a 1 or 2-digit month (1-12)d is a 1 or 2-digit day (1-31) yy is a 2- or 4-digit year (1900-2199)

A slash is required if month and/or day are single-digit entries

If a 6-digit date does not include slashes, year is assumed to be 2 digits

Must be a valid date

ADP> Tax Info Work State/Province

Worked State Tax Code

2

Valid ADP State Tax Jurisdic­tion code

 

Worked State Tax Code field cannot be the same as the Lived State Tax Code field.

Table Validation The code must be in the company’s State Tax Jurisdiction table.

ADP> Tax Info SUI

SUI/SDI Tax Jurisdiction Code

2

Valid ADP SUI/SDI Tax Juris­diction code

Table Validation The code must be in the company’s SUI/SDI Tax Jurisdiction table.

ADP> Tax Info
Federal Marital

Federal Marital Status

1

M – Married

S – Single

 

ADP> Tax Info
State Marital

State Marital Status

1

M - Married (one income)

S – Single

T - Single head of household

R - Single head of household and qualifying dependent

Y - Married head of household (two incomes)

N - Married head of household (one income)

X - Married (two incomes)

Must follow either a Worked State Tax Code or a Lived State Tax Code field. Can also follow a State Tax Code field (and entry) if the company uses Multi-Jurisdiction.

 

ADP> Tax Info
Federal Exemptions

Federal Exemptions

1-2

0-99

 

ADP> Tax Info
State Exemptions

State Exemptions

1-2

0-99

0, 1,

2 - If state is Louisiana

 

Must follow either a Worked State Tax Code or a Lived State Tax Code field. Can also follow a State Tax Code field (and entry) if the company uses Multi-Jurisdiction.

Entry is not allowed for non-taxing states.

ADP> Tax Info
Local Tax

Local Tax Code

4

Positions 1, 2, 3:

001-255, 301-799 excluding

325, 400, 425, 500, 525, 600,

625, 700, and 725

Position 4: A-Z, 0-9

Table Validation

The code must be in the company’s Local Tax Jurisdiction table.

ADP> Tax Info
Local Exemptions

Local Exemptions

1-2

Min: 0

Max: 99

 

Must follow either a Worked Local Tax Code or a Lived Local Tax Code field. Can also follow a Local Tax Code field (and entry) if the company uses Multi-Jurisdiction.

Entry is not allowed for non-taxing localities.

ADP > Other Data Control 1

Data Control Position 1

1

A-Z, 0-9, space$ @

[ \ ] ^_ ` { |  } ! # % & '(

) * + , - . / : ; < = > ? "

Delete Use the tilde character (~) to delete a single data control position.

ADP > Other
Data Control 2

Data Control Position 2

1

Same as Data Control Position 1

 

Same as Data Control Position 1.

ADP > Other
Data Control 3

Data Control Position 3

1

Same as Data Control Position 1

 

Same as Data Control Position 1.

ADP > Other
Data Control 4

Data Control Position 4

1

 

Same as Data Control Position 1

 

Same as Data Control Position 1.

Demographics> EEO
Race

EEO Ethnic Code

1

1 – White

2 – Black

3 – Hispanic only

4 – Asian/Pacific Islander

5 – Native American

NOTE:  These are not the standard Ethnic Origin codes loaded with Cyber Recruiter.  These codes should be updated under Admin > Codes > Ethnic Origin to match the necessary ADP codes for integration.

 

ADP > Main
Employment Type

Employee Type

1-4

A-Z, 0-9, space$ @

[ \ ] ^_ ` { |  } ! # % & '(

) * + , - . / : ; < = > ? "

Table Validation Validates to the company’s Employee Type table unless importing with validation override selected.


Where the Data Goes in ADP Workforce Now

Cyber Page  Cyber Field

Field Name/ Description

Length

Valid Values

Requirements/Conditions

ADP > Main  Company

 Co Code

 2-3

A-Z, 0-9, &, -

This is the company code. The code must match the company code in the import file­name, except for 2-position company codes. A 2-position code requires an underscore in the third position of the import filename. The underscore is not allowed in the Co Code field in the import file.

ADP > Main
 Employee #

 File #

 2-6

51-999999

This is the employee number put in Cyber Recruiter.


  Is Paid? 1   'Y' indicates that the individual will be paid by in the ADP system. The default out of Cyber Recruiter will always be 'Y'
Demographics> EEO  SSN/SIN

Social Security Number

9 (without dashes) or 11 (with dashes)

0-9, dash

Invalid values1st digit = 8 or 91st three digits = 6661st through 3rd digits = 0004th and 5th digits = 006th through 9th digits = 0000111111111333333333123456789

Must exactly match the value in the database for an existing employee.

 

Demographics > General
Last Name

Employee  Last Name

1-30

A-Z, 0-9, space$ @ [ \ ] ^_ ` { | } ! # % & ' ( ) * + - . / : < = > ?

 

Demographics > General
First Name

Employee First Name

1-30

A-Z, 0-9, space$ @ [ \ ] ^_ ` { | } ! # % & ' ( ) * + - . / : < = > ?

 

 

Demographics > General
Street 1

Address Line 1

 

0-20

A-Z, 0-9, space$ @ [ \ ] ^_ ` { | } ! # % & '( ) * + , - . / : ; < = > ? "

 

Demographics > General
Street 2

Address Line 2

 

0-20

A-Z, 0-9, space$ @ [ \ ] ^_ ` { | } ! # % & '( ) * + , - . / : ; < = > ? "

 

Demographics > General
City

City

6 or 7 (alphanu­meric)

5, 9, or 10 (numeric)

Alphanumeric A-Z, 0-9, dash. Format must be ANANAN or ANA-NAN.

Numeric 0-9, dash. Format must be: NNNNN,NNNNNNNNN or NNNNN-NNNN

 

 

Demographics > General
State/Province

State Postal Code

2

Valid postal abbreviation

 

Demographics > General
Zip/Postal Code

Zip Code

6 or 7 (alphanu­meric)

5, 9, or 10 (numeric)

AlphanumericA-Z, 0-9, dashFormat must be ANANAN or ANA-NAN.

Numeric0-9, dashFormat must be: NNNNN,NNNNNNNNN or NNNNN-NNNN

 

 

Demographics > General
Home Phone

Home Phone Number

 

10

A dash is permitted between positions 3 and 4.

Paired parentheses are permitted around positions 1-3.

If a Home Area Code value is not in the header record, the length must be 10.

 

ADP > Main
Home Department

Home Department

3 or 6, depending on company setup

A-Z, 0-9, comma/ $ . -

Table Validation Validates to company’s Department table unless importing with validation override is selected.

ADP > Main
Location

Location Code

1-5

A-Z, 0-9, space$ @ [ \ ] ^_ ` { | } ! # % & ' ( ) * + , - . / : ; < = > ? "

Table Validation Validates to company’s Location table unless importing with validation override selected.

ADP > Pay Info Rate Type

Rate Type

1

H – Hourly

S – Salary

D – Daily

N – None

When using a Rate Type code other than N (None), the employee must have a rate amount in the import file.

 

ADP > Pay Info
Rate 1

Rate 1 Amount

 

Salary Rate Types

Min: -99999.99

Max: 99999.99

Hourly or Daily Rate Types

Min: -999.9999

Max: 999.9999

 

If the employee’s Rate Type code is N (None), value must be 0 or blank.

Cannot be blank if the employee’s Rate Type code is changed to S (Salary), H (Hourly), or D (Daily).


Salary Rate Types
If the company is set up with a value in the Salary Rate Limit field and the rate type is hourly; a warning is issued if the amount exceeds that value. A valid amount is added to the database anyway.


Hourly Rate Types
If the company is set up with a value in the Hourly Rate Limit field and the rate type is hourly, a warning is issued if the amount exceeds that value. A valid amount is added to the database anyway.

ADP > Pay Info
Rate 2 Rate 2 Amount
 

Salary Rate Types

Min: -99999.99

Max: 99999.99

Hourly or Daily Rate Types

Min: -999.9999

Max: 999.9999


If the employee’s Rate Type code is N (None), value must be 0 or blank.

Cannot be blank if the employee’s Rate Type code is changed to S (Salary), H (Hourly), or D (Daily).


Salary Rate Types 
If the company is set up with a value in the Salary Rate Limit field and the rate type is hourly; a warning is issued if the amount exceeds that value. A valid amount is added to the database anyway.


Hourly Rate Types 
If the company is set up with a value in the Hourly Rate Limit field and the rate type is hourly, a warning is issued if the amount exceeds that value. A valid amount is added to the database anyway.


ADP > Pay Info
Rate 3 Rate 3 Amount
  Salary Rate Types

Min: -99999.99

Max: 99999.99

Hourly or Daily Rate Types

Min: -999.9999

Max: 999.9999

If the employee’s Rate Type code is N (None), value must be 0 or blank.

Cannot be blank if the employee’s Rate Type code is changed to S (Salary), H (Hourly), or D (Daily).


Salary Rate Types 
If the company is set up with a value in the Salary Rate Limit field and the rate type is hourly; a warning is issued if the amount exceeds that value. A valid amount is added to the database anyway.


Hourly Rate Types 
If the company is set up with a value in the Hourly Rate Limit field and the rate type is hourly, a warning is issued if the amount exceeds that value. A valid amount is added to the database anyway.


ADP > Pay Info
Pay Freq

Pay Frequency Code

1

W – Weekly

B – Biweekly

S – Semimonthly

M – Monthly

D – Daily

5 – 5.2 weeks

2 – 2.6 weeks

4 - 4 weeks

 

ADP > Other Data Control 1, 2, 3 and 4 Data Control 1-4

A-Z, 0-9, space$ @

[ \ ] ^_ ` { |  } ! # % & '(

) * + , - . / : ; < = > ? "

Strings together Data Control 1 - 4 into one field for the export.
    Employee Status 1 A – Active

L - Leave of Absence

T – Terminated

D - Deceased

 
ADP > Main
Hire Date

Hire Date

6-10

Same as Adjusted Service Date

Must be a valid date.

   

Birth Date

6-10

Format is m/d/yy

Where m is a 1 or 2-digit month (1-12)d is a 1 or 2-digit day (1-31) yy is a 2- or 4-digit year (1900-2199)

A slash is required if month and/or day are single-digit entries

If a 6-digit date does not include slashes, year is assumed to be 2 digits

Must be a valid date

ADP> Tax Info Federal Marital Federal Marital Status 1

M – Married

S – Single

 
ADP> Tax Info
Federal Exemptions
Federal Exemptions 1-2 0-99  
ADP> Tax Info Work State/Province

Worked State Tax Code

2

Valid ADP State Tax Jurisdic­tion code

 

Worked State Tax Code field cannot be the same as the Lived State Tax Code field.

Table Validation The code must be in the company’s State Tax Jurisdiction table.

ADP> Tax Info
State Marital
State Marital Status
 1

M - Married (one income)

S – Single

T - Single head of household

R - Single head of household and qualifying dependent

Y - Married head of household (two incomes)

N - Married head of household (one income)

X - Married (two incomes)


Must follow either a Worked State Tax Code or a Lived State Tax Code field.  Can also follow a State Tax Code field (and entry) if the company uses Multi-Jurisdiction. 
ADP> Tax Info State Exemptions
State Exemptions
1-2 0-99
0, 1, 2 - If state is Louisiana
Must follow either a Worked State Tax Code or a Lived State Tax Code field. Can also follow a State Tax Code field (and entry) if the company uses Multi-Jurisdiction.

Entry is not allowed for non-taxing states.

ADP> Tax Info
Local Tax

Local Tax Code

4

Positions 1, 2, 3:

001-255, 301-799 excluding

325, 400, 425, 500, 525, 600,

625, 700, and 725

Position 4: A-Z, 0-9

Table Validation

The code must be in the company’s Local Tax Jurisdiction table.

ADP> Tax Info
Local Exemptions

Local Exemptions

1-2

Min: 0

Max: 99

 

Must follow either a Worked Local Tax Code or a Lived Local Tax Code field. Can also follow a Local Tax Code field (and entry) if the company uses Multi-Jurisdiction.

Entry is not allowed for non-taxing localities.

ADP> Tax Info
SUI
SUI/SDI Tax Jurisdiction Code
2
Valid ADP SUI/SDI Tax Juristiction code
Table Validation The code must be in the company’s SUI/SDI Tax Jurisdiction table.
Demographics> EEO
Race

EEO Ethnic Code

1

1 – White

2 – Black

3 – Hispanic only

4 – Asian/Pacific Islander

5 – Native American

NOTE:  These are not the standard Ethnic Origin codes loaded with Cyber Recruiter.  These codes should be updated under Admin > Codes > Ethnic Origin to match the necessary ADP codes for integration.

 

ADP > Main
Employment Type

Employee Type

1-4

A-Z, 0-9, space$ @

[ \ ] ^_ ` { |  } ! # % & '(

) * + , - . / : ; < = > ? "

Table Validation Validates to the company’s Employee Type table unless importing with validation override selected.

Demographics Home Email Address Business eMail Address      

See also

Federal Exemptions
Federal Exemptions