Run The Third Party Quarterly File For ADP for US Only

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Running the Third-Party Quarterly File for ADP (US Only) in Oracle HCM Cloud involves generating a quarterly payroll report and exporting it to ADP for processing. This is critical for ensuring compliance with payroll reporting requirements, especially for tax and benefits purposes.

Steps to Run the Third-Party Quarterly File for ADP (US Only):

1. Log in to Oracle HCM Cloud:

  • Use your credentials to access Oracle HCM Cloud. Ensure you have the required permissions to run payroll and generate third-party files.

2. Navigate to the Payroll Dashboard:

  • From the home page, go to “My Client Groups” and click on “Payroll”.
  • This will take you to the Payroll Dashboard where you can access payroll processes and reports.

3. Select the U.S. Payroll:

  • If you manage multiple payroll regions, ensure you have selected the correct payroll, which should be for the U.S. employees only.
  • You can typically filter the payroll by region, legal entity, or payroll group to focus only on U.S.-based employees.

4. Go to Payroll Processes or Checklists:

  • In the Payroll Dashboard, navigate to the “Checklists” or “Processes” section.
  • Look for the option that generates third-party files, often labeled “Run Third-Party Payment Register”, “Generate Third-Party Payroll File”, or similar terminology related to third-party providers.

5. Select the Quarterly Payroll Process:

  • Look for the specific process labeled “Quarterly Payroll File” or “Quarterly Third-Party Payment File”.
  • If there is no specific quarterly process, you may need to run a custom report that generates data for a quarterly period.

6. Enter Process Parameters:

  • You’ll be prompted to enter various parameters for generating the quarterly file:
    • Payroll Name: Select the U.S. payroll.
    • Start Date and End Date: Enter the quarterly date range (e.g., Q1: January 1 – March 31, Q2: April 1 – June 30, etc.).
    • Third-Party Provider: Select ADP as the third-party provider.
    • File Format: Choose the correct format (e.g., CSV, XML) as specified by ADP.
    • Legal Entity: Select the U.S. legal entity for which the file will be generated.
    • Payroll Period: Ensure that the period covers the quarterly date range for which the report is being run.

7. Filter for U.S. Employees Only:

  • If your organization manages payroll for multiple regions, use filters to ensure the file only includes U.S.-based employees.
  • Use location, legal entity, or payroll group filters to limit the data to the U.S.

8. Submit the Process:

  • After entering all required parameters, review them to ensure accuracy.
  • Click “Submit” to run the third-party quarterly payroll process.

9. Monitor the Process:

  • Navigate to the Process Monitor or Checklist to track the progress of the process.
  • Ensure the process completes successfully without errors or warnings. Any issues should be addressed before proceeding to the next step.

10. Download the Quarterly File:

  • Once the process is complete, download the generated file from the output section.
  • The file should be in the correct format (e.g., CSV or XML) as required by ADP and contain the payroll data for the quarterly period.

11. Review the File:

  • Open the file and review it to ensure that all payroll data, including wages, taxes, and deductions for U.S. employees, are accurate.
  • Double-check that only U.S. employees are included in the report.

12. Submit the File to ADP:

  • After confirming the file’s accuracy, submit it to ADP via their secure upload portal or follow your organization’s procedure for transferring the file to ADP.

13. Verify Submission with ADP:

  • Once the file is submitted, verify with ADP that they received and processed the file successfully. ADP may provide a confirmation or status update on the file submission.

Example Workflow:

  1. Log In: Access Oracle HCM Cloud with your credentials.
  2. Navigate: Go to the Payroll Dashboard.
  3. Select U.S. Payroll: Ensure you’re working with the U.S. payroll.
  4. Run Quarterly File: Choose the appropriate process for generating the quarterly file for ADP.
  5. Enter Parameters: Input the payroll name, date range (quarterly), and other required parameters.
  6. Filter for U.S. Employees: Use filters to ensure only U.S.-based employees are included.
  7. Submit Process: Run the process and monitor it until completion.
  8. Download File: Retrieve the file and verify its contents.
  9. Submit to ADP: Upload the file to ADP using their portal or your organization’s submission process.

Tips:

  • Know ADP Requirements: Ensure you are familiar with ADP’s quarterly file requirements, including the specific file format and data fields they expect.
  • Check for Errors: Always review the file carefully before submitting it to ADP to avoid issues with payroll processing.
  • Stay on Schedule: Ensure that the quarterly file is generated and submitted according to ADP’s timelines to avoid penalties or delays in payroll processing.

By following these steps, you can successfully generate and submit the third-party quarterly file for ADP, ensuring smooth payroll operations for U.S. employees.

This video will show you how to extract the monthly tax file data to provide to your third party tax filing organization

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