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Import from and export to ADP RUN with QuickBooks Time

How to:

 

Import employees, PTO codes, and 1099 contractors from RUN to QuickBooks Time

Notes:

  • Initial import: Employees and PTO codes will be automatically imported during your guided company account setup. You will also have the option to import 1099 contractors. After that, all adding, editing, and deleting must be performed in RUN, then exported to QuickBooks Time.
  • When deleting an employee in RUN, in QuickBooks Time, that employee is archived (all associated data will be saved, and they can be unarchived at any time, if needed).

To import:

  1. In QuickBooks Time, at the top right, select ADP RUN.
  2. From the drop-down, select Import.

 

Export hours from QuickBooks Time to RUN

Notes:

  • Only approved hours will be exported. To learn more about approving timesheets, see: How to Approve Unapprove and Reject Employee Timesheets
  • ADP Pay Types are mapped automatically in the background of QuickBooks Time, so time will export associated with the correct pay type.
  • Time imports for all linked hourly users. If time should export for salaried users as well, make sure that option is checked in the ADP Preferences in QuickBooks Time.

To export:

  1. Do one of the following:
    • Go to Approvals.
    • Select the ADP RUN drop-down > Export Time > (this will open the Approvals Report).
  2. Choose the ADP pay period option and Approve the timesheets to be exported to RUN.
  3. At the top right, select Export Approved Time.
  4. In RUN, on the Home page, select Time Sheet Import.
  5. If needed, select a pay frequency. Newly imported time displays as "Pending".
  6. Choose one of the following:
    • Combine Payroll and Import: Merges QuickBooks Time hours with any RUN hours
      • Salaried employees’ hours will be adjusted to the standard amount in payroll so that the employee's salary displays correctly.
    • Accept Import Only: If any hours already exist in RUN, the QuickBooks Time hours will overwrite them.
      • Salaried employees' hours will display correctly in payroll, but ADP RUN attempts to calculate the employee's pay based on hourly wage and hours worked which may change the expected payroll amount.
  7. Select Approve.

Make changes to exported timesheet data

  1. In RUN, on the Pay Data Approval page, select Delete This Pay Data File > OK.
  2. In QuickBooks Time, go to Approvals > Choose the pay period you need to edit and unapprove the timesheets.
  3. Go to Time Entries > Timesheets.
  4. At the right of the timesheet, do one of the following:
    • To edit the timesheet: Select the pencil icon (pencil), make the changes, and select Save.
    • To delete the timesheet: Select Delete.
  5. Repeat the export process shown above.

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