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ADP Run: Extract and Required Data Guide

ADP Run: Extract and Required Data Guide

Guide users to access ADP RUN, extract, format, and upload payroll data efficiently.

This guide walks you through how to access ADP RUN, extract the required data, and format files so you can complete your setup successfully.

Overview Checklist

Access

Data Extraction

Data Formatting

 

Access Walkthrough

  1. Log into ADP RUN using Owner credentials.
  1. Go to Settings.
  1. Under Company, click Add users.
  1. Enter the following details:
      • First name: Payroll
      • Last name: Setup
      • Role: Payroll Admin
🚨

If not going through Checks embedded setup process DO NOT use the setup@checkhq.com email. Use an email that you have access to.

  1. Click Save to create the new user.
  1. Locate the invite email sent to your desired email address.
  1. Open the invite link and complete the setup:
      • First name:
      • Last name:
      • Phone number:
  1. Follow the prompts to complete verification and finish creating the user.
💡

Once you are successfully logged in prevent ongoing verification code requests, update MFA after access is confirmed.

  1. Log into the Security Management Service link:
  1. Click: Myself → Contact information
  1. Update Mobile Phone Numbers
  1. Confirm activation by reviewing Activate Email/Mobile

Data Extraction Steps

Employee Demographics

💡
  • ADP Run does NOT have a report for direct deposit and does not allow copy/pasting. Onboarding links are recommended.
  • Workplace information is typically found in the Employee Demographics report.

To pull a report with employee demographic information (includes earnings rates and deductions)

  1. Click Reports on the left menu.
  1. Select Build Custom Report and choose Employee and Contractor.
  1. Enter a report title: EE Demographic
  1. Drag the following fields into the report:

      2. Employee Info

      • Employee Name
      • Employee Address Line 1
      • Employee Address Line 2
      • Employee City
      • Employee State
      • Employee Zip
      • Personal Email
      • Work Email

      Employment Info

      • Employee Status
      • Contractor (Y/N)
      • Hire Date
      • Birth Date
      • Termination Date

      Employee Payroll Info

      • Pay Type

      Employee Rate Setup

      • Pay Rate Description
      • Pay Rate Amount
      • Pay Rate Status
      • Pay Rate Start
      • Pay Rate End
      • Pay Rate Frequency

      Employee Deduction Setup

      • Deduction Description
      • Deduction Setup Amount
      • Deduction Setup Rate
      • Deduction Annual Limit
      • Deduction Status
      • Deduction Start Date
      • Deduction End Date
      • Deduction Goal Amount
      • Deduction Goal Amount Paid to Date
      • Deduction Goal Met
  1. Select Report Options (bottom-right)
  1. Employment Status = All
  1. People on Report = All
  1. Report Name = Employee Demographics
  1. Preview → Save and Preview
  1. Download as CSV and save the report
📝

Employee/Contractor reports pull all employees (active, terminated, leave of absence, etc.) Filter out employees terminated in prior years before saving the final file.

SSN

To pull unmasked SSNs for W2 employees:

  1. Go to Reports → Run Single Report → Tax Reports
  1. Select Wage and Tax Register
  1. Select Edit
  1. Show Social Security Number = Yes
  1. Download as XLSX
 

Contractors SSN/ITIN:

  1. Go to Reports → Run Single Report → Tax Reports
  1. Select W-2s and 1099s
  1. Download as XLSX
📝

If contractor does not have a 1099 created you will need to manually copy/paste from the contractors profile.

Withholdings

Option 1: Employee Summary report (recommended)

  1. Go to Reports → Run Single Report → Misc reports
  1. Select Employee Summary
  1. Hit Edit
    1. Select Status = All
    2. Select Employee = All
  1. Export to Excel (choose Download as Excel - New if available)
📝

This report contains federal and state withholding details (FIT + SIT)

Option 2: Custom withholding report

To pull a report with employee withholding information:

  1. Go to Reports → Build Custom Report → Employee and Contractor
  1. Add the following fields into the report:
      • Employee Info
        • Employee Name
      • Employment Info
        • Employee Status
      • Employee Tax Setup
        • Jurisdiction Description
        • Jurisdiction Type
        • Withholding Status
        • Jurisdiction Status
        • Jurisdiction Start
        • Jurisdiction End
        • Total Allowances
        • Dependent Allowances
        • Special Allowances
        • Tax Override Type
        • Override Amount
        • Override Percent
  1. Download as CSV

🚨 This report will not include withholding dollar amounts due to ADP limitations. Those may need to be reviewed in each employee profile.

Historical Payrolls

Closed Quarters

  1. Go to Reports → Run Single reports → Payroll Reports → Payroll Details
  1. Select Edit
    1. Update From to the first check in the quarter and To to the last.
      1. Q1 (1/1 - 3/31)
      2. Q2 (4/1 - 6/30)
      3. Q3 (7/1 - 9/30)
    2. Select employee = All
  1. Download as Excel (choose Download as Excel - New if available)
      2.  

      Open Quarters

    1. Go to Reports → Run Single reports → Payroll Reports → Payroll Details
      1. Select Edit
      2. Run by check date range
      3. Download as Excel (choose Download as Excel - New if available)
    2. Complete the same steps and download as PDF. This will provide the Pay Period on the report.
📝

You will have two reports per payroll!

 

Company Tax Information

  1. Go to the left menu bar → Taxes → Federal, state, and local tax profile
  1. Defaults to showing Federal information first.
    1. Take screenshot
  1. On the left Click on State(s)
    1. Expand the State Unemployment box
    2. Take screenshot
    3. Report for each section under the State setup

Tax Returns

  1. Go to the left menu bar → Taxes → Tax Returns
  1. Select the quarter(s) you need to pull, and download all closed quarters in the year.
      • If starting in Q1, pull the prior quarter's return (Q3 or Q4) to confirm tax information.
      • If starting mid-year, pull every closed quarters return in the current year.
🚨

Obtaining closed quarter(s) tax filings is required and will allow you to tie out each quarter to ensure balancing with the transfer of historical data.

Tax documents serve dual purpose for setup:

  • Allows you to tie out closed quarters in the current year when importing the historical data.
  • Provides required information to complete the Tax Parameters.
 

Data Formatting

Refer to Help Article - Data Formatting for details on how to format reports for a smooth import experience.

 
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