ADP Workforce Now (WFN) Bi-Directional Connector

As one of ADP's most prevalent product offerings, ADP Workforce Now is the flagship integration offered by ClearCompany and the integration in use by the majority of our mutual customers. Continue reading to understand what we offer, and how to integrate your Workforce Now and ClearCompany accounts from start to finish.

In this article:
What is Included
Getting Started
Purchasing the Connector
System of Record Setup Wizard
Enabling the New Hire Transfer Integration
How to Send Your New Hire from ClearCompany to ADP
ADP Bi-Directional New Hire Transfer: Available Data Fields
Troubleshooting

What is Included

System of Record

Our Bi-Directional Connector allows ClearCompany clients to maintain ADP as the system of record for foundational data points in ClearCompany. Once the integration has been fully established, the following data will be managed and maintained within ADP, meaning that any update you make within ADP will remain in sync within ClearCompany.

Employees		Users
Job Titles		Roles
Home Departments		Departments
Locations		Offices

New Hire Transfer

Along with the System of Record data alignment, you will be able to automate the transfer of your new hire data into ADP. The new hire data will be sent by default to the In Progress Hires menu of ADP where you can proceed through a hiring template to review and correct what information was sent if needed and then finalize the hire.

At a high level, the following data will be sent to ADP via the transfer

• Contact information (Name, email, address, etc.)
• Demographic information (Gender, Race/Ethnicity, etc.)
• Employment information (Department, location, payroll group, etc.)
• Payroll information (Pay rate, pay frequency, etc.)
• Tax information (Federal and state tax filing statuses, etc.)
• Emergency Contacts
• Direct Deposits

 Please note

For clients who use only the ClearCompany Recruiting module but not our Onboarding module, a more limited subset of fields will transfer. Primarily, we cannot send tax, emergency contact, or direct deposit data for Recruiting Only clients.

Rehire

Along with the most recent update in how we are sending new hire data to ADP, we can also support rehiring terminated ADP employees. For more information on ADP Rehire please see here.

Getting Started

There are two ways to begin establishing the connection between your ClearCompany and Workforce Now accounts:

1. A new ClearCompany client purchases the "ClearCompany - ADP Workforce Now Bi-Directional Connector" from either the US or Canada ADP Marketplace
2. An existing ClearCompany client purchases the "ClearCompany - ADP Workforce Now Bi-Directional Connector" from either the US or Canada ADP Marketplace

If you are a new client, congratulations, you've purchased the connector and can proceed with setup!

Existing clients, expand below for steps on purchasing the connector.

System of Record Setup Wizard

Once you have purchased the Bi-Directional Connector, your next steps will be to work with your ClearCompany primary contact (an Implementation Manager for new clients or a Customer Success Manager for existing clients) to walk through the System of Record Setup Wizard.

This wizard will be the area in which you determine what data points you choose to align between ClearCompany and ADP. For a detailed guide on setting up System of Record, please see here.

Enabling the New Hire Transfer Integration

Once you have completed the System of Record Wizard, we can begin enabling the new hire data transfer. Your point of contact will reach out to ClearCompany support to begin that setup, and they will take some initial setup steps and reach out with further questions should they come up.

In the meantime, a few more setup steps are needed form you

ADP Configuration

• Required: Configure your new hire template(s) to be used for the integration. Guide here
• Required (if using ADP Rehires): Enable Employee Job Change in ADP. More details here
• Optional: Configure your ADP account to auto-assign a file number for each new hire synced over. Guide here
• Optional: Configure your ADP account for default State Worked in and SUI/SDI State (optional - highly recommended if you only hire candidates in one state or do the bulk of your hiring in one state). Guide here

ClearCompany Configuration

Integration Trigger Event

There are two options for triggering the new hire data transfer to ADP, please let the support representative working with you know which trigger you'd like to use.

Workflow Change - Default

• This is the recommended setup to allow for more manual control over when the data sends. When the new hire is placed into a certain workflow stage, they will then automatically send to ADP Workforce Now.

Onboarding Packet Completion

• The other option for sending data will be when the new hire's assigned onboarding packet reaches 100% completion in ClearCompany. At that point the transfer to ADP Workforce Now will immediately send.
• *Note: Cannot be used by Recruiting Only clients

State Tax

With the release of the Applicant Onboard V2 integration we can now send state tax data with the initial new hire data transfer. You can refer to the chart below for detailed information on which fields are available to send per state. Please let the support representative working with you know which states you hire in so they can determine which forms they are able to add.

 Please note

There are four states which utilize the Federal W-4 for state tax data (those are Colorado, New Mexico, North Dakota, and Utah). Due to limitations on how we send the data to ADP, we cannot support sending state tax data directly for these four states. If you hire in one of those, we will be sending the W-4 form data into the federal tax fields within ADP, and you can then copy that to the state tax fields accordingly.

Additionally, Pennsylvania taxes at a flat rate and does not collect the fields which we send to ADP, so that is the only other state which we do not support in any capacity.

Testing

After the above steps are done, please let the support representative working with you know they can proceed with testing. At that point they will use the following testing process:

1. Create a testing onboarding packet (skipped for recruiting only clients) and a testing candidate record.
2. Ensure that all information for the test is filled out, and then transfer to ADP
3. Action Needed: At this stage, the testing new hire can be found in ADP by navigating to Process > HR > Hire/Rehire > New Hire > In-Progress Hires. Open the hire there and proceed with completing the hiring template to fully hire that individual into your ADP account (you can remove this record once testing is complete)
4. Last, let the support representative you are working with know that you have hired the test employee, and they will trigger the additional data transfers, which will be for Emergency Contact Data and Direct Deposit
5. Once this test is complete, your integration is live!

How to Send your New Hire from ClearCompany to ADP

Expand the dropdowns below to learn how to transfer your new hire to ADP, and how to find them once they have transferred.

Onboarding Clients

Here is the standard workflow that will occur for your new hire information to send to ADP.

1. New Hire fills out their onboarding packet (including the ADP Stock Onboarding Forms, Federal W-4, and any State Tax forms)
2. All onboarding tasks are completed and approved
3. An internal team member completes the second part of the ADP Stock Onboarding Personal Data and Direct Deposit forms to indicate specific information about your ADP account for the new hire.
   • For example: Pay frequency, ADP company code, direct deposit deduction codes, etc
4. Based on the integration trigger event, the data will transfer to ADP either once the packet reaches 100% completion, or when you place the candidate into a specific workflow stage
5. New Hire appears in the ‘In-Progress’ tab of the Hire/Rehire page within seconds
6. All relevant data pulled from ClearCompany is auto-populated in the designated Hiring Template 
7. You or someone on your team completes the Hiring Template in ADP 
8. Employee is created in ADP
9. Within 1 -2 hours, Direct Deposit and Emergency Contact info is automatically pulled from CC and sent to the employee’s profile. These details are pulled off of the Direct Deposit form and ADP Personal Data Sheet, respectively.

Recruiting Only Clients

1. Offer Letter is signed by New Hire
2. You or someone on your team reviews that all fields are properly filled out on the candidate's offer letter/ profile (for example that pay rates set up for the integration were properly input on the offer letter, etc.)
3. The new hire is placed into the workflow stage which triggers the transfer to ADP
4. New Hire appears in the ‘In-Progress’ tab of the Hire/Rehire page within seconds
5. All relevant data pulled from CC is auto-populated in the designated Hiring Template
6. You or someone on your team completes Hiring Template in ADP 
7. Employee is created in ADP

Where to find your New Hire in ADP

To expand videos to full-screen, click the button in the lower right-hand corner of the video.

Step-by-step instructions to find the new hire in ADP:

1. Log into ADP.

2. Navigate to  Process and select Hire/Rehire.

3. Click on the In-Progress Hires tab.

4. Click on your new hire's name in the list of new hires.

5. Go through the hiring template and add in any additional information needed to create them as an employee. 

Not able to find your new hire?

If you're unable to find your new hire in the In-Progress Hires area, navigate in ADP to Setup -> Access Permissions -> Menu Access -> Standard Practitioner -> Process, and then be sure that under HR -> Hire/Rehire that the Admin Functions permission is enabled there as shown below.

Troubleshooting

If your new hire failed to send to ClearCompany, utilize the following article to help troubleshoot what may be the cause.

ADP Bi-Directional: Troubleshooting if your New Hire did not send to ADP