RedTeam Flex offers integration with your ADP payroll system using an export. This allows you to track timesheets in RedTeam Flex, so that job cost is automatically tracked and calculated, then export to ADP in order to issue paychecks. To export from RedTeam Flex to ADP, you will first need to verify or activate certain settings from Configuration and individual employees.
Then, you simply track each employee's hours using timesheets, as detailed in the articles below.
Finally, you export the data from RedTeam Flex.
1. Select Payroll Format
The first setting you must select is for your entire company. From Configuration, you will edit the My Company section and select from the Timekeeping and Payroll Settings options.
"Use Actual Payroll rates by Employee for Job Cost"
This option indicates that you would like to use the payroll rates specified under each employee profile for the job cost calculations on your Projects. This means whatever number you type in to the "Hourly Rate" box when editing an employee profile is the number that will be used to calculate totals on all of your job cost reports.
When selecting this option, you have the ability to apply a labor burden (actual cost of employee) by percentage to be automatically calculated into job cost along with the actual payroll rate.
"Use Standard Cost rates by Labor Category for Job Cost"
This option indicates that you would like to use the standard cost rates specified under the "Labor Categories" configuration. This means whatever number you type in as a standard cost when editing Labor Categories is the rate that will be used to calculate totals on all of your job cost reports.
When selecting this option, you must select whether to calculate the labor cost based on TOTAL hours (sum of total hours entered on timesheet) or COMPENSATED hours (for salaried employees; allows total hours worked to be entered, but calculates based on salary, i.e. 40 hours per week).
Steps:
From Configuration, select "My Company"
Scroll down to locate the "Timekeeping and Payroll Settings" section
Click the checkbox "ADP" under "Select a Payroll Export format:"
Select from the two preference options (for more info, see above description)
Click "Save"
2. Employee Settings for Export to ADP
The final setting you must verify in order to export an employee's payroll hours to ADP is the "Export to Payroll" setting. This is a simple checkbox located within each employee profile. Additionally, this is where you will enter the employee's ADP code.
Activating this setting is how you determine exactly which employees will have their hours exported to ADP. See the steps below to adjust each employee's profile to export timesheet data to ADP.
Steps:
Enter the Employee's Profile and click the blue "Edit" button on the main page of the profile
Click the checkbox "Export to Payroll" and enter the employee's ADP code
Click "Save"
3. Create a Labor Authorization
A Labor Authorization (L.A.) is issued to an Employee to authorize them to work on certain Projects for a specified amount of time. Once a Labor Authorization is created and Committed, a line appears on the Employee's Timesheet (for the specified date range on the LA) to allow them to enter time against the Project. As hours are entered against a Labor Authorization on the Employee's Timesheet and the Timesheet is approved, the cost of the labor will automatically be displayed as Actual Cost on the Budget of the Project, and on the Actual Cost report.
Steps:
From the Project's Home menu, select "+ Labor Authorization"
Or
From the Project's Buyout Tab, click the "+" icon and select "+ Labor Authorization"
Fill out the required fields of the Labor Authorization, detailed in the following steps
Select a Cost Code (this is the code under which open and actual labor costs will appear on the Budget)
The Subject will pull in from the Cost Code description, but can be changed
Select the Scope (refers to the Scope of the Customer Contract, i.e. Original vs. Scope Change 01)
Authorized by will default to the user creating the LA, but can be changed
Enter an Authorization Date
Constraints are not changed here, but rather reference the Constraint information that can be updated in the Scope tab
Select the Employee you are Authorizing to perform labor for this Project
If applicable, choose the Employee's Labor Category (this will determine the rate that is used to calculate job cost)
Choose a Start and Finish date (the Project will appear on the Employee's Timesheet during this date range)
(Optional) Enter a Task, or description of the work to be completed
Enter the Duration you wish to authorize, in Weeks, Days, or Hours
When you are finished, click "Save"
Once the LA is Committed, it will appear on the Employee's Timesheet for the specified Start and Finish date range
4. Create a New Timesheet
Employees can create timesheets by entering both direct and indirect time into their user profile. Direct Labor can be entered for Projects against a Labor Authorization (issued in the Buyout tab of a Project) or, with permissions, by using the Direct Labor entry option. Indirect Labor can be added by using the Indirect Labor entry option.
Steps:
Enter your own time by clicking your name in the top right corner then clicking "Profile" and navigating to the Time tab
Enter time for another user by clicking their name in the Employees menu then navigating to the Time tab
Use the arrows to navigate to the correct pay period
Click "Start Timesheet"
If the Employee is configured to use Time In/Out, click the clock icon to enter Time In and Time Out
If the Employee is configured to enter total hours, fill in the hours in the appropriate boxes for each Project
If you have permission, click "+ Add Direct Labor entry" to add hours against Projects that the employee has not been assigned a Labor Authorization
To enter Indirect (non-project related) Labor, click "+ Add Indirect Labor entry"
Click "Save"
5. Commit a Timesheet
After a Timesheet is started, it will remain in Draft status until Committed. You can use the Commit option to facilitate the approval of Timesheets (for example, a Site Manager records and saves hours, and the Project Manager reviews the hours and Commits the Timesheet when approved). Or, Timesheets may be Committed at the end of a pay period by the employee or supervisor, then printed and submitted for payroll.
Once Committed, a Timesheet may be Uncommitted by a user with the permissions to do so, if changes are needed. You may only have one Timesheet in Draft status per employee at one time. You may need to Commit one Timesheet in order to Uncommit another for changes.
Note that if you use accounting periods, if an old draft timesheet exists within a closed accounting period, it will be eligible to commit. When committed, it will be applied for the next open accounting period.
Steps:
Commit your own Timesheet by clicking your name in the top right corner then clicking "Profile" and navigating to the Time tab
Commit a Timesheet for another user by clicking their name in the Employees menu then navigating to the Time tab
Use the arrows to navigate to the correct pay period and review the work hours
Click "Commit"
6. Export Payroll Hours to ADP
Once your settings have been configured, Labor Authorizations have been issued, and timesheets have been entered, you can go ahead and export payroll hours to ADP. You have the option to use RedTeam Flex's filters to specify a certain pay period, as well as filter for any other criteria you like. Once you have done that simply export the data and transfer the file to your payroll system.
Steps:
In the Time tab of the Employee's menu, click the filter icon and select the subset of timesheets you wish to export
Click "Filter" or "Filter & Hide" to narrow the list
Click the "View" icon and select "ADP Export"
