ADP Payroll Integration FAQs

Related to Integrate Lattice HRIS with ADP Payroll - Workforce Now and Integrate Lattice HRIS with ADP Payroll - Total Source.

Unique Identifiers in ADP: Upon the first match of an employee in Lattice and an employee in ADP, the integration uses Work Email to identify an employee. Once the employee has been matched in each system, ADP creates a unique identifier which Lattice saves for each employee. This way, once the employee is matched, you can change the work email address without losing the matching if that needs to happen. 

There is a new employee in Lattice. What Happens in ADP? When you sync a new employee in Lattice to ADP, this employee will show up as “in-progress” in the ADP Hire/Rehire section of the platform. You will need to complete the necessary steps in ADP to “onboard” the employee to ADP for payroll processing.
To send a new employee from Lattice to ADP, in Lattice the employee needs: work email, start date, birthdate, first and last name. 

What is the unique identifier for the integration? Lattice uses an employee's Work Email as a unique identifier when matching them across systems. An employee will not be updated in ADP if their Work Email does not match in both Lattice and ADP.

How are People Managers determined via the integration? EE is determined to be a People Manager in ADP via the integration. It is purely whether or not they have direct reports in Lattice. So if someone has a direct report in Lattice, they show up in ADP; if they do not, they will not.

Can I rehire a terminated employee through the integration? No, this is a limitation of ADP’s API, and it must be done manually. 

What happens when there are multiple rates with the same effective date for one employee?  The most recent one will be the update. 

An employee is in the onboarding state in ADP and I want to change something: In the onboarding state, the integration does not push updates to the employees, once the employee is through onboarding, you can update any of our mapped fields, even before their start date.  

Employee ID mapped to Associate ID: Ensure you have the following settings turned on in ADP if you want this ability:

1. Setup > Tools > System Options
2. Under General Settings > make sure: Allow Identification Edits: Associate ID is checked.

We can only pass Employee ID to Associate ID in ADP upon an employee’s creation. If you ever need to update this, you must do it manually in the user’s profile. This is an ADP API limitation. 

For Departments and Classification: You will need the same values in Lattice and ADP in order to see the correct fields updated in ADP from Lattice. In order to see any of these fields correctly sent to ADP for create or update, you will need to have all three of these fields filled out in Lattice. 

Updating Start Date: You can only update the start date of the employee if they are in the onboarding state, after that, you have to do this manually in both systems. 

Terminating Employees: You can terminate employees in Lattice and have them automatically terminated in ADP upon completion of a sync. To update the status of a terminated employee in ADP, you must complete the fields in Lattice when you terminate: Date of termination, Reason for termination, Eligible for Rehire. 

Please note that if you have custom values for Termination reasons in Lattice, there should be a corresponding Status change code in ADP. Go to Setup > Validation Tables > Status Change, and make sure the Description is exactly the same as the Termination reason in Lattice. 

What happens if I have a contingent worker as a manager of full-time employees? If the employee does not exist in ADP, they will not populate another employee’s profile as their manager. In this situation, if you do not have contingent workers in ADP, these full-time employees would see the “manager” field as blank in ADP. 

Logic for Pay Period Amount: ADP only receives pay period amounts, so Lattice does the math when we send Base Pay to ADP. See the logic in the integration below: (this only applies to Salary, not Hourly)

Salary/260 for Daily

Salary/52 for Weekly

Salary/26 for Every 2 weeks

Salary/24 for Twice-monthly

Salary/12 for Monthly

Logic for Worker Category: Employment Type in Lattice maps to the Description of the Worker Category in ADP.

Using ADP for Time & Attendance (T&A)? Lattice will not set up an employee’s T&A in ADP. HR Admins still must go through the setup process in ADP to set up their hourly employees to record their hours and receive hourly payroll. 

Standard Hours. Standard hours for salaried employees will be sent depending on the employee’s Pay frequency set in Lattice. See logic below: 

• Daily: 8 for standard hours
• Weekly: 40 for standard hours
• Bi-weekly: 80 for standard hours 
• Twice monthly: 86.67 for standard hours 
• Monthly: 173.33 for standard hours

Character Limits. If your field exceeds the character limit, it will not be synced from Lattice to ADP: 

• 35 characters for the Department field 
• 45 characters for the Job Title field
• 30 characters for Address Line 1 field

Unique Emails. Work email and personal email cannot be the same. 

What happens when terminations are synced? (This only applies for Workforce Now as Total source does not support termination) After the termination of an employee, the following fields will not update with the integration if changed in Lattice HRIS. 

• Department
• FLSA 
• Is manager 
• Job Title 
• Termination Date
  • Termination Reason 
  • Is Eligible for Rehire