Tips & Tricks

Virtual TimeClock Tips & Tricks - October 2012

I’m happy to announce that Virtual TimeClock ‘12 Release 2 supports ADP Pay eXpert® online payroll. Adding ADP® integration goes a long way towards completing our goal of supporting all of the popular payroll processors. We worked with a number of our users over an extended period of time to make Virtual TimeClock integration with ADP® a reality. Payroll companies are sometimes hesitant to team up with us when they have a competing time and attendance product. It’s even harder when their solution is more expensive and less functional. So it can make a big difference when customers call their payroll providers and ask for more integration options. Let us know what you find out because we’re always happy to explore integration with your chosen payroll provider.

In this month’s newsletter, I want to talk about payroll integration with ADP® and then mention some other cool features in Virtual TimeClock ‘12 Release 2 that I think you’ll find helpful.

Timecard to Paycheck
Let’s just review why payroll integration is such a great time clock feature.

  1. It saves time because you don’t have to manually enter employee hours into your payroll system.
  2. It eliminates data entry errors because there’s no risk of transposing numbers.
  3. It creates an automated flow of information between your time clock software, payroll software, and accounting software.

ADP® 2 joins our other popular payroll programs like QuickBooks® 6, SurePayroll® 7, Paychex® 4, PayChoice® 5, AccountEdge® 1, and CheckMark® 3 Payroll. If you need help setting up integration with any of these programs, we’ve got detailed instructions for Payroll Time Clock Integration.

ADP® Integration Setup
Virtual TimeClock will export employee hours as a paydata batch that can then be uploaded to ADP Pay eXpert® online. But you must complete a one-time setup first. It’s pretty simple, but it needs to be done before you can create your first export file and run payroll.

  • Set up your ADP® company to import paydata.
  • Give a user profile permission to import paydata.

Here’s a quick Tip:
Follow the instructions for ADP® Payroll Time Clock Integration for help getting ADP® time clock integration set up.

Virtual TimeClock Integration Setup
There’s also some set up that needs to happen on the time clock side.

  • Enter your ADP® company code – This is your 3 character company code assigned to you by ADP®.
  • Assign an export field to an ADP® earning code – ADP® typically assigns the code ‘REG’ for regular hours and the code ‘O/T’ for overtime hours. Some other common ADP® earning codes are ‘HOL’ for holiday and ‘PTO’ for paid time off.
  • Sync your employee identification numbers – The Virtual TimeClock Employee # needs to be the same as the ADP® File #, which is the unique identifier assigned to each employee within ADP Pay eXpert® and can be up to 6 numbers.

Here’s a quick Tip:
Employee numbers in Virtual TimeClock must be identical to employee numbers in ADP® or payroll hours will not be imported.

Exporting & Importing Payroll Hours
Now that the one-time setup has been completed. Here’s all you have to do each payroll period.

  • Create your export file – Choose Export Payroll from the administrative toolbar of Virtual TimeClock.
  • Copy the file to the ADP® web server – Click Pay Employees from the Home page and click Import from File to start the Paydata Import Wizard.
  • Review the hours – After you import your file, you can review and edit any of the imported data on the Paydata Entry Batch page before processing payroll.

Here’s a quick Tip:
You can delete paydata import files that you no longer need from the Paydata Batches page.

Other Virtual TimeClock ‘12 Release 2 Features
Here are some other new features that I think you’ll appreciate.

  • Default activities – The default activity for each display group is now at the top of the list when employees clock in.
  • Default out memos – The default out memo for each display group is now at the top of the list when employees clock out.
  • Error reporting – Error notifications are automatically reported and tracked.
  • Support for Windows Server 2012

Here’s a quick Tip:
The anticipated release of Windows 8 is only days away. All of our preliminary testing with Windows 8 developer releases points to complete compatibility with Virtual TimeClock ‘12 Release 2.

Until next month,

Jeff Morrow