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ADP Run Extraction Guide

ADP Run Extraction Guide

Access ADP RUN, extract essential data, and format files for successful setup.

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

Data Extraction Steps

Employee Demographics:

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  • 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
      • 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

Download as CSV and save the report

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Notes:

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 Tax Reports
  1. Select Wage and Tax Register
  1. Enable Unmask SSNs
  1. Download as XLSX
 

Contractors SSN/ITIN:

  1. Go to Tax Reports
  1. Select W-2s and 1099sbeleive
  1. Download as XLSX
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Notes:

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. Pull the standard report called Employee Summary
  1. Export to Excel (choose Download as Excel - New if available)
  1. This report contains federal and state withholding details (FIT + SIT)

Option 2: Custom withholding report

To pull a report with employee withholding information:

  1. Click Reports on the left menu
  1. Select Build Custom Report and choose Employee and Contractor
  1. Drag the following fields into the report:
      • Employee Name
      • 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:

  1. Select the Reports tab (left) → Run Single reports → Payroll Details
    1. Closed quarters
      1. Select Edit
      2. Update From to the first check in the quarter and To to the last.
          3. Notion image
      3. Select All → View Report
      4. Download as Excel (if the file saves as .XLS export to .XLSX) NEW: If your company offers an option that states “Download as Excel - New” choose this option. This will export the data into a better, more usable file to format.
    2. Open quarters
      1. Select Edit
      2. Run by check date range
      3. Download as Excel (if the file saves as .XLS export to .XLSX)
 
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Notes:

To obtain pay period begin/end dates for open quarter reports, download the report as PDF as well.

 

Company Tax Information:

  1. This information can be found under the taxes menu and/or with their tax returns
  1. Company Information level: Click on Taxes on the left-hand menu
  1. Click on Federal, state, and local tax profile
  1. Defaults to showing Federal information first
  1. Click on State(s) on the upper left menu to see applicable information
    1. Click on State Income Tax to get details
    2. Click on State Unemployment Insurance to get details

Tax Returns:

  1. On the left hand side select Taxes, then navigate to Tax Returns.
  1. Select the quarters you need to pull, and download all closed quarters in the year.
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Notes:

If starting in Q1 pull a prior closed quarters return to confirm tax information.

 

Data Formatting

Using the excel Payroll Details report:

  1. Remove unnecessary rows
      • Delete anything above the header and totals below the data
  1. Identify gross amounts and hours
      • Match pay item codes to hours and amounts then rename columns with appropriate pay item name (Example; Amount > Gross Regular, Hours > Regular Hours)
  1. Delete unnecessary columns
      • Delete rates, blank columns, masked SSNs, totals, direct deposit, etc.
      • Keep only worker name, pay item amounts, pay item amounts, and tax amounts (employee and employer.)
  1. Consolidate duplicates
      • Consolidate duplicate pay items into a single column (Example; if the file has Misc. Reimbursement and Other Reimbursement need to be summed into one column and named ‘Reimbursement’)
  1. Add columns for payday, period start, and period end. (Found on Payroll Details PDF)
  1. Remove dollar signs
      • Convert currency fields to number format
  1. Remove any negative (-) signs
      • The system will know it is a deduction based on column header
  1. Save final formatted file as CSV
 
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