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
|