How-to: Set up an ADP indirect integration with Expensify

Stevie LaFortune
Stevie LaFortune Expensify Team, Expensify Student Ambassador Posts: 241 Expensify Team
edited July 2022 in How-to Docs

Easily export your data from Expensify to your ADP account

Expensify integrates with ADP using our custom CSV export format allowing you to reimburse reports outside of Expensify.

Control policy is required to integrate with ADP.

First - add your payroll codes to Expensify

As a generalized example (your specific company setup may be different), a basic setup for ADP import file includes five columns. In order (from left to right), these columns are: 

  • Company Code - See “Edit Company” page in ADP
  • Batch ID - Found in “Edit Company”
  • File # - Employee number in ADP
  • Earnings 3 Code - See “Edit Profit Center Group” page
  • Earnings 3 Amount - Found in “Edit Profit Center Group”

There is a File # for each employee that you’re tracking in Expensify located under “RUN Powered by ADP” - navigate to  Reports tab > Tax Reports > Wage > Tax Register.

The Earnings 3 Code is the ADP code that corresponds to a payroll account you’re tracking in Expensify. The Earnings 3 Amount is the total of a given expense you’re sending to payroll.

In Expensify, you can enter the Earnings 3 Code at Settings > Policies > [Group Policy Name] > Categories > Categories (Category Name) > Edit Rules > Add under Payroll Code:

The File # is entered in the Custom Field 1 or 2 column in the People section (this is below the Categories section in the Policy Editor). 

Step 2. Create ADP Export Format

When you’re ready to close your bi-weekly payroll period and export your expense report information from Expensify to ADP, you’ll need to have the correct export format setup. Step 3 lists the column order for ADP. This step will show you how to create this setup in Expensify. 

The first step is to visit Settings > Policies > [Group Policy Name] > Export Formats:

To create your own ADP export format, you’ll need to click the “add new export” button

When you click the “add new export” button, you’ll be taken to our Export Editor. The first step is to delete the existing default columns by clicking the red “x” button that appears next to each column. Then you’ll add the five new columns you see below.

The Company Code column in hardcoded with your company’s code in ADP. Similarly, the Batch ID is hardcoded with whatever Batch ID your company is using in ADP. The rest of the columns will use the formulas provided in the screenshot. You can also find these formulas in our Formula Help box (located on the Export Editor page).

Note: If you have any trouble with this step, please email us at [email protected] and we’re happy to automatically add the ADP export file to your account.

Step 3. Export Reports using Your ADP Format

Good news! This is the easy part. Just go to your Reports page, choose all the relevant reports you’d like to export, click on the “export to…” button and select the name of your ADP export file format.

Step 4. Upload CSV to ADP

Once the file has been downloaded via your browser, you will be able to upload it directly to ADP. You should not need to manipulate the file in any way before uploading.