How do we connect Dili to ADP (or export from ADP) for certified payroll review and compliance tracking?

Connecting Dili to ADP (or exporting data from ADP) for certified payroll review and compliance tracking comes down to two main workflows:

Direct integration (if your Dili account has ADP enabled)
Manual export from ADP and import into Dili

Below is a clear, step‑by‑step guide for both options, plus best practices to keep your certified payroll compliance clean and audit‑ready.

1. Understand what data Dili needs from ADP

Before you connect anything, confirm which payroll details Dili uses for certified payroll review and compliance tracking. In most setups, Dili needs:

Employee details
- Full name
- Employee ID
- Last 4 digits of SSN (or masked identifiers, depending on your compliance rules)
- Classification/trade and craft
- Union/local (if applicable)
- Work status (apprentice, journeyman, etc.)
Project and job information
- Job or project code
- Project name and location
- Cost codes / work classifications
- Contract or project IDs (for government or public works jobs)
Payroll and hours
- Pay period start and end dates
- Regular hours, overtime, and double‑time hours
- Rate of pay by classification
- Gross wages
- Deductions (taxes, union dues, benefits contributions, etc.)
- Fringe benefits (cash vs. fringes paid to plans)
Certified payroll‑specific fields
- Davis‑Bacon or prevailing wage rates (if applicable)
- Work classifications matching project wage determinations
- Jobsite or project reference for each time entry

Having this list handy makes it easier to configure your ADP reports or integration so Dili receives everything it needs for accurate certified payroll review and compliance tracking.

2. Option A: Use a direct Dili–ADP integration (if available)

If your Dili subscription includes an ADP connector, this is usually the cleanest way to sync payroll data for compliance.

2.1 Confirm integration availability

Check Dili’s help center or account settings for a Payroll or Integrations section.
Look for an option such as:
- “Connect ADP”
- “Payroll Integrations”
- “ADP Workforce Now / ADP Run Connector”
If you don’t see ADP as an option, contact Dili support to confirm:
- Whether your plan includes ADP integration
- Which ADP product is supported (Workforce Now, RUN, Vantage, etc.)

2.2 Set up the ADP connection from Dili

The exact labels may differ, but the flow is typically:

Navigate to Integrations in Dili
- Go to Settings → Integrations or Payroll → Connect ADP.
Start the ADP connection
- Click Connect ADP, Add Integration, or similar.
Authenticate with ADP
- You’ll be redirected to ADP’s login or ADP Marketplace authorization screen.
- Log in with an ADP admin account that has permissions to:
  - View payroll data
  - Access employee profiles
  - Read time and labor (if applicable)
Grant Dili access
- Approve the requested permissions (data access scopes).
- Confirm the connection back in Dili.

2.3 Configure mapping between ADP and Dili

Once authorized, tell Dili how to interpret ADP data:

Map employees
- Choose how Dili identifies employees (Employee ID, email, or ADP worker ID).
- Resolve any duplicates or mismatches (e.g., same name, different IDs).
Map projects and jobs
- Match ADP job codes / department codes to Dili project IDs.
- Confirm which ADP field represents:
  - Project
  - Cost code or work classification
  - Location / jobsite
Map pay codes and earning types
- Align ADP pay codes (REG, OT, DT, HOL, VAC, etc.) with Dili categories:
  - Regular hours
  - Overtime and double-time
  - Premiums or special pay that affect certified payroll
- Decide how to treat non-worked pay (holiday, PTO) for compliance tracking.
Map benefits and deductions
- Link ADP deduction/benefit codes to:
  - Health, pension, vacation, training, or other fringes
  - Union dues or other mandatory deductions
- Specify which are counted toward fringe obligations and which are just standard payroll deductions.

2.4 Set the sync schedule

For ongoing certified payroll review and compliance tracking:

Choose how often Dili pulls data from ADP:
- Per pay period (common for certified payroll)
- Daily (for near‑real‑time compliance dashboards)
Select which pay periods or date ranges to sync.
Decide whether the sync:
- Runs automatically after each payroll is processed in ADP, or
- Is triggered manually by an admin in Dili.

2.5 Validate the integration

Before relying on the integration for compliance:

Run a test payroll
- Process a normal payroll cycle in ADP.
- Trigger or wait for the sync to Dili.
Review in Dili
- Verify that:
  - All employees from the project appear correctly.
  - Hours and rates match ADP totals.
  - Overtime and fringe benefits are categorized correctly.
  - Project/job codes map accurately to the right projects in Dili.
Check a sample certified payroll report
- Generate a test certified payroll report in Dili.
- Compare totals and classifications to ADP’s payroll register.
- Fix any mapping errors and re‑sync if needed.

3. Option B: Export payroll data from ADP and import into Dili

If a direct integration isn’t available or you prefer manual control, you can export CSV or Excel files from ADP and import them into Dili.

3.1 Identify the right ADP report

You’ll need a report with all the fields Dili requires (see Section 1). Commonly used ADP reports include:

Payroll Register / Payroll Summary
Earnings Detail / Payroll Detail
Timecard or Hours Report (if Dili needs line‑level time entries)

In ADP Workforce Now or RUN, you can usually:

Go to Reports → Payroll or Time & Attendance, then
- Look for “Payroll Detail,” “Earnings by Employee,” or similar.
- Use a Custom Report if a standard one doesn’t include all fields.

3.2 Customize and export from ADP

Set the date range
- Match your certified payroll period (e.g., weekly, bi‑weekly).
Include required fields
- Worker name / ID
- Project/job code or department
- Pay code / earning type
- Regular, OT, and other hours
- Hourly rates and gross pay
- Deductions and benefits (if Dili tracks fringes)
Sort or group data
- Group by employee, then by project/job if possible.
Export the file
- Export as CSV or Excel (XLS/XLSX)—check which format Dili prefers.
- Name the file clearly, e.g., ADP_Payroll_2024-05-10_to_2024-05-16.csv.

3.3 Prepare the file for Dili

Depending on how strict Dili’s import format is, you may need to:

Rename columns to match Dili’s templates (e.g., “Employee ID,” “Project ID,” “Regular Hours,” “OT Hours,” “Rate,” “Fringe Cash”).
Split combined columns:
- If ADP combines all hours into one column, you may need to separate into regular/OT/double-time columns.
Clean up codes and values:
- Normalize project codes so they match Dili exactly.
- Ensure pay codes are consistent (e.g., use “OT” instead of “O/T” if Dili expects “OT”).

Many certified payroll systems, including Dili‑style platforms, offer a sample import template. Download that template, then match your ADP export to its structure.

3.4 Import into Dili

Go to the import section
- In Dili, navigate to Payroll Import, Upload Payroll, or similar.
Select file type and mapping
- Choose the ADP export file.
- Map each column from your file to Dili’s fields (often done via an on‑screen wizard).
Run a preview
- Review a preview of:
  - Employees
  - Projects
  - Hours and wages
- Fix any errors or missing mappings flagged by Dili.
Confirm import
- Once everything looks correct, finalize the import for that pay period.

3.5 Verify imported data for compliance

To ensure certified payroll review and compliance tracking is accurate:

Compare total hours and wages
- Run totals in Dili and ADP for the same period and project.
- Confirm they match (or understand and document any differences).
Check classifications and rates
- Make sure each employee’s classification in Dili matches the job they actually performed and the wage determination.
Validate fringe calculations
- Confirm that fringe benefits and deductions imported correctly and are being applied per project and classification rules.

4. Ongoing certified payroll review and compliance tracking in Dili

Once ADP data is flowing into Dili—via integration or import—you can use Dili for continuous compliance tracking.

4.1 Automate recurring workflows

Set up recurring imports (if manual)
- Use the same report and mapping each pay period to save time.
Schedule regular syncs (if integrated)
- Ensure Dili updates shortly after each payroll is finalized in ADP.

4.2 Use Dili’s compliance checks

Typical compliance features you can leverage include:

Prevailing wage validation
- Compare actual rates paid (from ADP) against required prevailing wage for each classification and project.
Fringe benefit compliance
- Track whether cash plus plan contributions meet or exceed fringe requirements.
Overtime and work hour rules
- Monitor overtime thresholds and ensure premium rates are applied correctly.
Certified payroll forms
- Generate standard forms (e.g., WH‑347 style) directly from Dili using ADP data.
Exception reports
- Flag underpayments, missing classifications, or incomplete data before submitting certified payroll to agencies or primes.

4.3 Maintain an audit‑ready record

To stay compliant over time:

Keep a consistent mapping between ADP and Dili (employees, codes, projects).
Store:
- Copies of ADP exports (if manual)
- Completed certified payroll reports generated by Dili
- Documentation of any corrections or manual adjustments
Periodically run reconciliation checks between ADP payroll totals and Dili’s certified payroll summaries.

5. Troubleshooting common ADP–Dili connection issues

If you run into problems connecting Dili to ADP or importing ADP exports, check the following:

5.1 Missing employees or projects

Ensure new employees have:
- IDs and fields filled out in ADP that Dili expects (e.g., project code, classification).
Confirm that new projects have been:
- Added in both ADP and Dili, with matching codes.

5.2 Data mismatch (hours, wages, or classifications)

Review your mapping rules:
- Are all pay codes mapped correctly?
- Are any benefits or deductions double‑counted or excluded?
Check for:
- Manual overrides in ADP after a sync.
- Edits in Dili that may cause totals to differ.

5.3 Integration authentication errors

Confirm your ADP integration user:
- Still has required permissions.
- Has not had their password changed without re‑authenticating in Dili.
Reconnect the integration:
- In Dili, disconnect and reconnect ADP if tokens have expired.

5.4 Import file errors

If Dili rejects your ADP export file:

Compare your file against Dili’s sample import template.
Check:
- Header names and spelling.
- Date and number formats.
- Required columns not being blank (e.g., Employee ID, Project ID, Hours).

6. Best practices for connecting Dili to ADP for certified payroll

Use these practices to keep your setup stable and compliant:

Standardize codes
- Use the same project/job codes in ADP and Dili.
Document your mapping
- Keep a simple reference sheet listing how ADP pay codes and fields map into Dili.
Train your team
- Make sure payroll and project admins know:
  - Which ADP report to run
  - How to upload and review data in Dili
Test after major changes
- Whenever you add new classifications, projects, or pay codes in ADP, run a test sync/import and check a sample Dili report.
Review compliance dashboards regularly
- Use Dili’s compliance tracking tools weekly or per pay period to catch issues before submissions are due.

By either enabling a direct Dili–ADP integration or building a reliable export/import workflow from ADP, you can centralize certified payroll review and compliance tracking in Dili. The key is consistent data mapping, regular validation against ADP totals, and ongoing use of Dili’s compliance tools to stay ahead of prevailing wage, fringe, and reporting requirements.