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ClockShark Task/ADP Department Mapping

Learn how to support variable pay rates with ClockShark and ADP Run

This guide covers advanced setup for employees with multiple ADP Departments or Pay Rates. It helps reduce tedious manual entry while ensuring all workers are paid accurately based on the type of work they perform.

Notes

  • This workflow does not support 1099s. Their base ADP pay rate will always be referenced for imported time.
  • In a standard ADP Run Integration, all of the time tracked by a ClockShark user will import into ADP Run with the base ADP pay rate and base ADP department assigned to the ADP payroll settings for that employee. However, you can map specific ClockShark tasks to specific ADP departments. This ensures that tracked time is imported into ADP Run with the correct department and pay rate.
  • We recommend contacting the ClockShark Support Team so our integration specialists can help with this connection.

Requirements

  • Ensure the relevant ADP employees have multiple ADP Departments and multiple ADP Pay Rates to use this specific mapping.
  • ADP Run Departments have been created.
  • Multiple ClockShark tasks have been created.
  • A ClockShark/ADP Run Integration is connected.

Integrate ADP with ClockShark

  1. In ADP, go to Company > Departments > Add to enable and create Departments.
    • If you are using the ADP General Ledger, contact the ADP General Ledger support team to help with how your ADP Departments and ADP General Ledger can work together.
  2. Go to Employees > Directory, select an employee, and then go to Payroll Info to add or edit the departments and pay rates assigned to the ADP employee.
    • Each employee can only be assigned to one ADP pay rate in a department. 
    • A single pay rate can be replicated to the different ADP department for each employee.
  3. In the ClockShark web portal, create ClockShark tasks that will be mapped to ADP departments. Learn more in Adding Jobs and Tasks Inside Web Dashboard.
  4. Sync ADP employees on the Employee mapping tab and ADP departments on the Pay Rate mapping tab.

You need to process this step in the ClockShark web portal. 

To map employees in ClockShark:

  1. Go to Admin > Integrations, click Manage ADP.
  2. Click View & Edit Mappings. 
  3. Select the Employees mapping tab.
  4. Sync ADP employees. 
  5. Select the Pay Rates mapping tab, and sync ADP departments.

If an employee's departments or pay rates have been updated in ADP since the last sync, then the admin must resync ADP employees in ClockShark before exporting, to ensure the exported data reflects the most recent updates.  

  1. Map ClockShark tasks to ADP Departments on the ADP Department Mapping tab.
  1. Go to Admin > Integrations, click Manage ADP.
  2. Click View & Edit Mappings. 
  3. Select the ADP Department mapping tab.
  4. Select the pen and paper edit icon.
  5. From the dropdown list, select the correct ADP department for the task that they are editing the mapping for.
  • More than one ClockShark task can also be mapped to one ADP Department.
  • Time tracked for tasks in ClockShark will import into ADP for the ADP Department/Pay Rate that they are mapped to, as long as the ADP Department is assigned to the employee.
  • If a ClockShark user tracks time for a task/mapped ADP department that is not assigned to him/her, the time will import into ADP using the base pay rate/department assigned to that employee.
    • Scenario: if the employee chose a "saturday shift" task in ClockShark that normally pays an extra $2 per hour, but the employee is not assigned that specific department/pay rate in ADP, the export will apply their base pay rate to the hours rather than the higher rate.
  • If a ClockShark user tracks time against a task that is not mapped to an ADP Department, the time will import into ADP using the base Pay Rate/Department assigned to the employee

Once the mapping process is successfully completed, the exported time data from ClockShark will appear in ADP, separated into individual rows for each ADP Pay Rate and ADP Department the employee worked during that pay period.