Integrate Expensify with ADP
Expensify integrates with ADP using our custom CSV export format. This integration is intended for companies that would prefer to reimburse reports outside of Expensify.
How to Connect to ADP
Step 1: Create a company account, upgrade to the Corporate plan, and create an expense policy
For more information about this step, please visit our Company Setup page.
Step 2: Add payroll codes in Expensify
This step is a little more involved, in the sense that you’ll have to know your organization’s setup in ADP. As a generalized example, 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 an ADP File # for each employee that you’re tracking in Expensify. In “RUN Powered by ADP,” you will find the File # on the 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 and needed to export back into ADP for payroll. 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 > [Policy Name] > Categories.
The File # is entered in the Payroll ID column in the People section (this is below the Categories section in the Policy Editor).
Step 3: 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 > [Policy Name] > Export Formats.
To create your own ADP export format, you’ll need to click the “add new export” button. In the picture above, you can see two sample formats, one export format for your accounting package and one export format for your payroll solution. This is normal!
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 firstname.lastname@example.org and we’re happy to automatically add the ADP export file to your account.
Step 4: 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.
And you’re done!