ADP Vantage HCM®

Using Pay Cycle Processing (New)

Table of Contents The pay cycle process flows as follows:

Task Description
Pg Topic Start New If you received and verified the
Payroll previous pay cycle, Start New
1 About Pay Cycle Processing
Payroll is available and you can start
2 Starting a New Payroll Cycle processing a new payroll. When Start
3 Changing Payroll Schedules New Payroll is selected, all pay cycle
tasks are available and the new week
4 Viewing Your Pay Groups
number, pay date, and period ending
4 Verifying Your Payroll Information date display as specified in the
7 Gathering Workforce Changes payroll schedule.
8 Calculating Payroll Change the If applicable, change the payroll
8 Viewing Payroll Results Payroll Calendar schedule by clicking the Modify
9 Accepting Your Payroll Payroll Calendar link .
You must make any schedule changes
to the payroll before preparing the
About Pay Cycle Processing payroll.
Gather Select Gather Workforce Changes
Workforce from the Actions menu if you have
Pay Cycle Processing provides the convenience of making last Changes
minute payroll changes, preparing the pay for processing, and completed all pay data entry,
then processing your payroll all from a central location. including manual check adjustments
from prior period. The changes are
Information can no longer be changed once the payroll is processed for you to validate first
calculated. At this point, you must contact your ADP Vantage (before payroll processing) using the
HCM Service Consultant to make any changes to the payroll. Employee Changes report.
Verify the Payroll Select Verify Dashboard for a pay
group from the Actions menu to
view employee changes, pay data,
and other items needing review.
Balance batches and resolve errors or
potential errors.

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Copyright © 2019-2020 ADP, Inc. Quick Steps for Using Pay Cycle Processing
 2 Using Pay Cycle Processing (New)

Task Description Setting Up and Activating Payroll

Calculate the If you have completed your payroll Notifications
Payroll changes and the payroll is ready to
process, you can select Calculate
from the Actions menu to calculate You can set up and activate specific payroll event
the payroll. notifications for a pay group.
Preview Results Once the payroll is calculated,
preview your payroll results and Setting Up Notification Subscriptions
reports by selecting Preview
The notification subscription applies to the pay group for all
Dashboard from the Actions menu.
pay cycles.
Then accept or reject the payroll
results.  Notification preferences must be set up before activating
 This task is available only if payroll events from Notification Settings.
Preview is selected for the pay 1 . Select Process > Payroll > Pay Cycle Processing (New).
group. View pay group settings
here: Setup > Field Definitions &
Mappings > Setup Information > 2 . From the Pay Group’s Actions menu, select Notification
Company > Pay Groups. Subscriptions.

Starting a New Payroll Cycle

Start New Payroll initiates a new payroll cycle and is

available once you accept the payroll.

1 . From the menu, select Process > Payroll > Pay Cycle
Processing (New).

Figure 2. Notification Subscriptions Setup

3 . Turn on the payroll events you want to receive notification

for.

4 . Turn on Select All if you want to receive notifications for

all payroll events.

5 . Click Save. You can always go back and update

notification subscriptions.
Figure 1. Pay Cycle Processing: Start New Payroll

2 . Click the Accepted tab.

3 . From the Pay Group’s Actions menu, select Start New

Payroll. A new payroll is started for the pay group.

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Copyright © 2019-2020 ADP, Inc. Quick Steps for Using Pay Cycle Processing
 Using Pay Cycle Processing (New) 3

Setting Up Payroll Notifications Changing Payroll Schedules

You can set up email or text notifications of your payroll
status here. You can change the pay schedule, but you must make any
schedule changes before you begin preparing the payroll.
1 . Select Process > Payroll > Pay Cycle Processing (New).

2 . Click Notification Settings at the top of the

page.

Figure 4. Payroll Calendar

Figure 3. Notification Settings
1 . Select the Pay Group.
3 . From the Pay Cycle Processing Notification Settings
2 . To change the payroll schedule, click Modify Payroll
window, turn on the notification type you want to use to
notify you of a payroll status. Notification settings apply to Calendar, make your payroll schedule changes and save
all pay groups for all pay cycles. your changes.

• Turn on Email and enter the email address if you want  You can also access the pay calendar here: Process >
to use to receive payroll status messages. Payroll > Maintain Payroll Calendar.

• Turn on Text Message and enter the mobile phone 3 . Click Pay Cycle Processing to return to the Pay Cycle
number if you want to receive payroll status text Processing page. The schedule changes display.
messages.
 For more information on changing payroll schedules, select
Process > Payroll > Maintain Payroll Calendar and click
If you don’t have a mobile number activated, click
Activate this phone number now to go to Net Secure to access the online help. You can also view the Payroll
to activate a mobile number. Calendar guided assistance.

4 . To activate specific payroll events for notification for all

pay groups, turn them on from the Notify me when
section.

 You can also select Notification Subscriptions from the

Actions menu to turn on notification events for a single
pay group.

5 . Click Save.

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Copyright © 2019-2020 ADP, Inc. Quick Steps for Using Pay Cycle Processing
 4 Using Pay Cycle Processing (New)

Changing the Current Payroll Week Viewing Your Pay Groups

You can change the current payroll week number before or
after starting a new pay cycle if you don’t want to process a From the All Pay Groups tab, view your pay groups and the
payroll for a specific week, as long as the pay cycle is in the pay group step/status. If you have 8 or less pay groups, you’ll
Verify stage. land on the All Pay Groups tab when you access Pay Cycle
Processing.
If you change a Period End Date for the current payroll, it
may affect the date on which new hire information and
employee changes are sent to ADP.

1 . To change the current payroll week, click Change

Current Payroll Week# from the Actions menu at the
pay group level.

The Change Current Payroll Week window is displayed.

Figure 6. All Pay Groups Tab

Figure 5. Change Current Payroll Week Number

Verifying Your Payroll Information
2 . Select a new payroll week for the current cycle.

3 . Click Save. The payroll week number is changed for the From the Verify- Step 1 tab, you can review payroll
Pay Group. information for all pay groups prior to processing your
You can also change the current payroll week from the Payroll payroll.
Calendar.

Figure 7. Verify - Step 1

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Copyright © 2019-2020 ADP, Inc. Quick Steps for Using Pay Cycle Processing
 Using Pay Cycle Processing (New) 5

Searching for Specific Information 2 . Click an action you want to perform for the selected pay
groups.
You can search across all Pay Groups in all tabs for specific
information by entering a keyword in the Search field. Search
results are displayed in the drop-down window along with the
keyword and category, and a count of the number of results
found.

1 . Enter a keyword in the Search field.

2 . Click a result to view the information.

Figure 8. Search

If the search results include a column heading such as

Error STATUS, as shown in the example, and you click the
STATUS result, a message is displayed showing how Figure 10. Multiple Pay Group Actions
many errors are found.
Viewing Payroll Details
View payroll details for a pay group from the Verify
Dashboard. From the dashboard, view key metrics about
employee changes, pay data, and other items needing review
Figure 9. Search Results for Error Status to reduce errors during payroll processing. Resolve any errors
or potential errors and update employee pay information
Applying Actions to Multiple Pay before calculating your payroll.
Groups 1 . To access the Verify Dashboard for a pay group, either
click the Group Name, or from the Pay Group’s Actions
You can apply an action to multiple pay groups at once from menu, select Verify Dashboard.
the Verify, Preview, and Accepted tabs.

1 . Select the pay groups. Action buttons are displayed at the

bottom of the page and show the number of pay groups
you are applying the action to.

Figure 11. Verify Dashboard

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Copyright © 2019-2020 ADP, Inc. Quick Steps for Using Pay Cycle Processing
 6 Using Pay Cycle Processing (New)

Correcting and Balancing Batches • Select Auto Balance. This balances the pay entry and
the hours/earnings, taxes, and miscellaneous totals are
From the Must Review section, review and balance or correct updated to match the calculated totals.
any batches listed in the Out of Balance Batches and Cross
3 . Click Save.
Batch Edit Errors sections. All batches must be corrected
and balanced before you can process your payroll.
Correcting Batch Errors

If you have any batch errors, they are displayed in the Cross
Batch Edit Errors section.

1 . From the Cross Batch Edit Errors section, click the File
Number. This opens the batch in Pay Data Entry.

Figure 12. Must Review - Batches

Balancing Batches

1 . If there are any out of balance batches, click the Batch ID

to update batch totals and balance the batch. The Batch
Totals page is displayed.

Figure 14. Pay Data Entry - Batch Error

2 . Correct the errors and click Save.

3 . Return to the Verify Dashboard.

Reviewing Your Payroll Information

1 . Review any payroll data conditions and personnel changes
from the Needs Review section.

 The employees shown depend on your security access

permissions. To set the permission, select Setup > Security
> Access Permissions > Manage Profiles. Select People
Figure 13. Batch Totals & Data Access from the Actions link for the profile you want
to update.
2 . If the batch is not balanced, do one of the following:

• Correct the information from the pay entry

hours/earnings, taxes, and miscellaneous fields in Pay
Data Entry.

• Correct totals entered in the Your Totals fields. The Figure 15. Needs Review
totals in the Your Total column are the amounts you
have maintained for a payroll. When you enter these 2 . Click an active (blue) link, if available, from the Needs
total amounts, any differences to the calculated Review section to view the information. The number of
amounts are displayed. conditions or changes display next to the link.

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Copyright © 2019-2020 ADP, Inc. Quick Steps for Using Pay Cycle Processing
 Using Pay Cycle Processing (New) 7

Reviewing Pay Data Batches

1 . From the Pay Data Batches section, view all pay data
batches that are included in the current cycle that have
employees in them.

Figure 16. Review Details

Figure 18. Pay Data Batches
3 . Click a Name or Action link to either view additional
details or to go to the appropriate feature to make changes. 2 . Click the Batch ID to view the pay data batches in Pay
Data Entry.
4 . Click the Export Excel button, available from every
details page, to download employee pay details and save 3 . Verify the batches are in balance and save any changes.
as a Microsoft™ Excel file, which you can distribute or Changes are automatically updated in Pay Cycle
use for tracking. Processing.

Reviewing Payroll Inputs 4 . Return to the Verify Input dashboard.

Review pay input for the current pay cycle. The employees
shown depend on your security access permissions. To view
Gathering Workforce Changes
details, click the link for each input type, if available.
After you have entered any schedule, employee, and pay data
changes, you should verify the payroll changes and run
Gather Workforce Changes. Once Gather Workforce
Changes is clicked, the changes are processed for you to
validate first (before processing the payroll) using the
Employee Changes report.

1 . From the Pay Group’s Actions menu, select Gather

Workforce Changes. Any changes are processed for you
to validate first (before payroll processing) using the
Employee Changes report.

Figure 17. Payroll Inputs

Figure 19. Gather Workforce Changes
 If the Benefit Deduction Calculation process has not
completed (if you are using ADP Vantage Benefits), and there 2 . View the Employee Changes report, which displays
are no benefit deductions calculated for the payroll, a employee changes made since the last payroll. To view the
message is displayed: “Benefit deductions have not been report, go here: Reports & Analytics > Dashboards >
calculated for this pay period. Contact your ADP
Reports > Payroll > Employee Changes Report.
representative before clicking Calculate”.

ADP, the ADP logo, Always Designing for People, and ADP Vantage HCM are trademarks of ADP, Inc.
Copyright © 2019-2020 ADP, Inc. Quick Steps for Using Pay Cycle Processing
 8 Using Pay Cycle Processing (New)

 For more information on the Verify Dashboard, click to If Preview is selected for the pay group (it is strongly
access the online help and a quick reference guide for the recommended that you enable Preview), preview the payroll
Verify Dashboard. results before the payroll is processed to ensure accuracy.
View pay group settings here: Setup > Field Definitions &
Mappings > Setup Information > Company > Pay Groups.
Calculating Payroll
1 . On the Preview - Step 3 tab, select Preview Dashboard
from the Pay Group’s Actions menu, or click the Group
Once you have completed payroll preparation, you can Name.
calculate. View the calculation status from the Calculating -
Step 2 tab.

1 . On the Verify tab, select Calculate from the Pay Group’s

Actions menu.

2 . From the Calculating tab, view the calculation status.

Figure 22. Preview Dashboard

2 . View any of the following payroll results from the Preview

Dashboard:

Figure 20. Calculating - Step 2 • Payroll totals showing statistics, amounts, and number
of pays as well as totals for hours, earnings, taxes, and
3 . Once the payroll is calculated, the pay group moves to the
other details.
Preview tab and you can view the results from the Preview
Dashboard before accepting the payroll. • A graphical summary of your results.
• Pay detail showing information such as workforce
Viewing Payroll Results changes, active or inactive employees with no pay,
personnel changes such as marital status or pay rate.

Preview your payroll results from the Preview Dashboard • Access to reports such as the Payroll Register and
once the payroll is calculated and is in preview status. Payroll Audit reports.
3 . Click Preview Reports to view, download, and print your
payroll reports. You can also select Preview Reports from
the Pay Group’s Actions menu.

Figure 21. Preview - Step 3

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Copyright © 2019-2020 ADP, Inc. Quick Steps for Using Pay Cycle Processing
 Using Pay Cycle Processing (New) 9

2 . When the payroll is accepted, view the status of Payroll

Complete from the Accepted tab, look at your final
reports, and start a new payroll.

Figure 23. Preview Reports Page

Figure 25. Payroll Complete
 For more information on Preview Reports, select Process >
 For more information on pay cycle processing, select
Payroll > Pay Cycle Processing and click to access the
Process > Payroll > Pay Cycle Processing (New) and click
online help. From the Help window, under Additional
Information, click Using the Preview Dashboard Quick to access the online help.
Reference Card.

Accepting Your Payroll

1 . On the Accepted/Rejected - Step 4 tab, from the Pay

Group’s Actions menu, either Accept or Reject the
previewed information for each pay group. You can also
Accept or Reject the payroll from the Preview Dashboard.

Once you accept the payroll, the payroll is processed. If

you reject a payroll, you can then adjust or modify the pay
information and restart the payroll process.

Figure 24. Accept/Reject Payroll

ADP, the ADP logo, Always Designing for People, and ADP Vantage HCM are trademarks of ADP, Inc.
Copyright © 2019-2020 ADP, Inc. Quick Steps for Using Pay Cycle Processing
10 Using Pay Cycle Processing (New)

ADP, the ADP logo, Always Designing for People, and ADP Vantage HCM are trademarks of ADP, Inc.
Copyright © 2019-2020 ADP, Inc. Quick Steps for Using Pay Cycle Processing