Your Payroll Processing Data Template

ADP Workforce Now
Your Payroll Processing Data Template

Your Payroll Processing Data Template

This template provides a comprehensive framework for mapping your payroll cycles within ADP Workforce Now. It outlines the essential attributes and activities required to build a robust event log, allowing you to identify bottlenecks and ensure compliance across your entire organization. By following these guidelines, you can transform raw system data into a clear visualization of your actual business operations.
  • Recommended attributes for detailed analysis
  • Critical process steps and milestones
  • ADP Workforce Now extraction best practices
New to event logs? Learn how to create a process mining event log.

Payroll Processing Attributes

These recommended data fields provide the necessary context for your event log to support a deep dive into your payroll cycles.
5 Required 7 Recommended 6 Optional
Name Description
Activity
ActivityName
The name of the process step or event performed.
Description

This attribute captures the specific action taken within the payroll workflow, such as 'Time Sheet Submitted', 'Gross Pay Calculated', or 'Bank Transfer File Generated'.

It is fundamental to the process map, defining the nodes in the graph and allowing the visualization of the workflow sequence. Variations in activity sequences highlight rework loops and deviations from the standard operating procedure.

Why it matters

It defines the 'what' of the process, enabling the visualization of process flows and variants.

Where to get

Audit trails or transaction history logs in ADP Workforce Now.

Examples
Time Sheet SubmittedPayroll Record ApprovedData Correction Performed
Event Timestamp
EventDateTime
The specific date and time when the activity occurred.
Description

This attribute records the exact moment an activity was logged in the system. It is used to sequence events chronologically and calculate durations between steps.

Precise timestamps are critical for identifying bottlenecks, measuring lead times (e.g., time to approval), and ensuring that service level agreements for payroll processing are met.

Why it matters

It provides the temporal dimension required for all cycle time and performance analysis.

Where to get

System timestamps associated with transaction logs.

Examples
2023-10-01T08:30:00Z2023-10-01T14:45:12Z2023-10-02T09:15:00Z
Payroll Record
PayrollRecordId
Unique identifier for the specific employee and pay period combination.
Description

The Payroll Record acts as the central case identifier for the process. It represents a single instance of an employee being paid for a specific cycle (e.g., Pay Period 12 for Employee X).

In analysis, this attribute groups all disparate events—from the initial timesheet submission to the final tax filing—into a cohesive end-to-end journey. It allows analysts to track the velocity and accuracy of payment for each individual record.

Why it matters

It is the mandatory case key that binds all event data together to enable process reconstruction.

Where to get

Consult ADP Workforce Now documentation

Examples
PR-2023-10-A-00123PR-2023-10-A-00456PR-2023-10-B-00789
Last Data Update
LastDataUpdate
Timestamp indicating when the record was last modified in the source.
Description

Reflects the most recent modification time of the data record in ADP Workforce Now.

This is used to determine data freshness and manage incremental data loads. It ensures that the process analysis reflects the current state of the payroll records.

Why it matters

Critical for incremental data extraction and ensuring analysis is based on current data.

Where to get

Consult ADP Workforce Now documentation

Examples
2023-10-05T17:00:00Z2023-10-06T08:00:00Z
Source System
SourceSystem
The system of record where the event originated.
Description

Identifies the software environment from which the data was extracted, in this case, 'ADP Workforce Now'.

In complex landscapes where data might be blended with other HRIS or Banking systems, this field ensures data lineage and helps isolate system-specific integration issues.

Why it matters

It ensures traceability and context, especially in multi-system process mining environments.

Where to get

Hardcoded during the ETL process.

Examples
ADP Workforce NowADP WFNADP_PROD
Department
DepartmentCode
The department or cost center associated with the employee.
Description

Represents the organizational unit of the employee being paid. In ADP, this is often the 'Home Department'.

This attribute is essential for the 'Departmental Process Variance' analysis, allowing the organization to compare approval times and error rates across different business units.

Why it matters

Key for benchmarking performance across different organizational units.

Where to get

Employee Master Data or Cost Center fields.

Examples
Sales-101IT-Dev-200HR-Admin-001
Gross Pay Amount
GrossPayAmount
The calculated gross pay for the record before deductions.
Description

The total compensation amount calculated for the employee for the specific pay period.

While not always used for process flow analysis, it provides context for 'ActivityAmount' and helps prioritize high-value records when analyzing audit exceptions or retrospective adjustments.

Why it matters

Provides financial context and magnitude for the payroll record.

Where to get

Payroll Result tables.

Examples
2500.005430.501200.00
Is Manual Intervention
IsManualIntervention
Flag indicating if the activity involved manual data entry or correction.
Description

A boolean attribute derived from the activity name or transaction source (e.g., true if activity is 'Data Correction Performed').

This drives the 'Manual Correction Rate' KPI, helping management identify where automation is failing and where human effort is heavily concentrated.

Why it matters

Directly supports analysis of automation rates and process efficiency.

Where to get

Derived from ActivityName or specific transaction codes.

Examples
truefalse
Is Retrospective
IsRetrospective
Flag indicating if this payroll record is an adjustment for a past period.
Description

Identifies if the processing is for a current period or a correction to a previously closed period (retro-pay).

This supports the 'Retrospective Adjustment Volume' dashboard, highlighting the stability of the payroll process and the frequency of post-publication errors.

Why it matters

Distinguishes between standard processing and rework/correction cycles.

Where to get

Derived from Pay Run Type or comparison of Pay Period vs Current Date.

Examples
truefalse
Pay Group
PayGroupCode
Identifies the specific payroll cycle or group (e.g., Bi-Weekly US).
Description

Segments employees into processing groups based on pay frequency and type (e.g., Weekly, Bi-Weekly, Executive).

Used to filter analysis for specific cycles and is critical for the 'Manual Data Correction Frequency' dashboard to see if certain groups are more prone to errors than others.

Why it matters

Allows segmentation of the process by pay frequency and employee type.

Where to get

Pay Group configuration or Payroll Header tables.

Examples
US_BiWeeklyCA_MonthlyUS_Executive
Payroll Specialist
PayrollSpecialistName
The user or system agent responsible for performing the activity.
Description

Identifies the individual (e.g., Payroll Specialist, Manager) or automated system account that executed the activity.

This attribute enables the 'Specialist Throughput Performance' dashboard, helping to balance workloads and identify training needs or bottlenecks caused by resource constraints.

Why it matters

It enables resource analysis, workload balancing, and segregation of duties auditing.

Where to get

User ID or Actor fields in audit logs.

Examples
Jane DoeSystem AdminJohn Smith
Tax Jurisdiction
TaxJurisdictionCode
The specific region or state code for tax filing purposes.
Description

Indicates the primary tax authority or region (e.g., CA, NY, Federal) relevant to the payroll record.

Required for the 'Tax Filing Completion Benchmarks' dashboard to identify which regions are experiencing delays in statutory filing and to ensure compliance with local regulations.

Why it matters

Essential for compliance monitoring and regional performance analysis.

Where to get

Tax profile or Payroll Tax tables.

Examples
US-CAUS-NYUS-TX
Audit Exception Type
AuditExceptionType
Categorization of the compliance or data warning flagged.
Description

Specifics the type of issue found during validation (e.g., 'Negative Net Pay', 'Missing Tax ID').

Used in the 'Audit Exception Resolution Monitor' to analyze which types of errors are causing the longest delays and to guide root cause analysis for upstream data quality improvements.

Why it matters

Provides detail on why the process was halted or flagged.

Where to get

Consult ADP Workforce Now documentation

Examples
Missing SSNNegative Net PayBenefit Mismatch
Bank File ID
BankTransferFileId
Identifier for the generated payment file sent to the bank.
Description

The unique reference number for the ACH or wire file generated during the 'Bank Transfer File Generated' activity.

This helps link individual payroll records to the bulk payment execution step, enabling the 'Disbursement and Publication Velocity' analysis.

Why it matters

Links individual cases to batch processing events.

Where to get

Consult ADP Workforce Now documentation

Examples
ACH-20231005-01ACH-20231005-02
Cost Center
CostCenterId
The financial cost center code charged for the payroll.
Description

Indicates the specific GL unit or cost center associated with the payroll expense.

This attribute provides a financial view of the process, allowing the organization to correlate processing inefficiencies (like rework costs) with specific business units.

Why it matters

Aligns process analysis with financial reporting structures.

Where to get

Labor Distribution fields.

Examples
CC-500CC-900CC-120
Cycle Time (Days)
CycleTimeDays
The total duration of the case from start to finish.
Description

A calculated metric representing the number of days from the first event (e.g., Time Sheet Submitted) to the last (e.g., Payment Executed).

It serves as a high-level performance indicator for the 'End to End Payroll Cycle Trends' dashboard, allowing for the monitoring of overall process speed and efficiency.

Why it matters

High-level metric for overall process speed.

Where to get

Calculated during data transformation.

Examples
3.55.02.1
Employee ID
EmployeeId
Unique identifier of the employee being paid.
Description

The specific ID of the employee associated with the payroll record.

While the CaseId tracks the record, the Employee ID allows for longitudinal analysis of specific employees who may chronically submit late timesheets or require frequent manual corrections.

Why it matters

Enables analysis of behavior patterns at the employee level.

Where to get

AssociateOID or File Number in ADP.

Examples
A102030000123456
Pay Period End Date
PayPeriodEndDate
The closing date of the pay cycle.
Description

Marks the end of the period for which the employee is being compensated.

Used in conjunction with event timestamps to determine if processing is happening on schedule relative to the close of the pay period.

Why it matters

Reference point for calculating schedule adherence and lateness.

Where to get

Pay Cycle configuration.

Examples
2023-10-152023-10-31
Required Recommended Optional

Payroll Processing Activities

These essential process steps and milestones capture the lifecycle of a payroll run from initial time entry to final payment.
9 Recommended 6 Optional
Activity Description
Audit Exception Flagged
Indicates the system detected a violation of validation rules (e.g., negative net pay, missing tax jurisdiction) during calculation. Captured from the generation of error messages in the calculation output.
Why it matters

Driver for the 'Audit Exception Resolution Monitor'. High volumes indicate upstream data quality issues.

Where to get

Payroll Processing Error Log or 'Verify Payroll' output report.

Capture

Logged when system generates validation error

Event type explicit
Bank Transfer File Generated
The technical creation of the NACHA/ACH file for direct deposits. Usually triggered immediately after the 'Finalize' step completes.
Why it matters

Monitors the 'Time to Bank Transfer File Generation' to ensure technical handoffs don't delay payments.

Where to get

Output/Reports Log; Timestamp of 'ACH File' or 'Direct Deposit File' generation.

Capture

Logged when output file created

Event type explicit
Gross Pay Calculated
The system executes the logic to multiply hours by rates and add supplemental earnings. This is inferred from the completion timestamp of the 'Calculate Payroll' batch process.
Why it matters

Core processing step. Multiple occurrences indicate rework loops typically visualized in the 'Payroll Preview Loop Analysis'.

Where to get

Payroll Audit Trail; completion time of 'Calculate' action on the specific Pay Group Batch.

Capture

Derive from completion timestamp of calculation job

Event type inferred
Pay Slip Published
The availability of the digital pay statement to the employee via the self-service portal (iPay). Usually scheduled relative to the Payment Date.
Why it matters

Supports 'Pay Slip Publication Lead Time' and employee satisfaction analysis.

Where to get

Inferred from System Settings (Pay Statement Availability Rule) applied to the Check Date.

Capture

Derive from comparing field Check Date to Publication Rule

Event type inferred
Payment Executed
The effective date funds are released to employees. This is often a calculated event based on the Check Date defined in the payroll batch.
Why it matters

The primary outcome of the process. Essential for calculating 'Tax Filing Compliance Lead Time'.

Where to get

Payroll History; 'Check Date' field.

Capture

Derive from comparing field Check Date to System Date

Event type calculated
Payroll Record Approved
The formal acceptance of the payroll batch, locking it against further changes and authorizing money movement. This is the 'Finalize' step in ADP WFN.
Why it matters

The definitive milestone ending the processing phase and starting the disbursement phase.

Where to get

Payroll Process Workflow; Status change of Batch to 'Finalized' or 'Committed'.

Capture

Logged when transaction 'Finalize Payroll' executed

Event type explicit
Payroll Record Initialized
Occurs when the payroll batch is created or opened for the cycle, effectively instantiating the payroll case for the employee. Inferred from the creation timestamp of the Paydata record in the active batch.
Why it matters

Establish the start of the specific payroll calculation window. Measures the 'Incentive Data Integration Lag' when compared to data import timestamps.

Where to get

Payroll Module; Paydata Batch Header creation timestamp or first entry in Paydata Grid.

Capture

Compare status field before/after batch creation

Event type inferred
Time Sheet Approved
Represents the manager's approval of the timecard, authorizing the hours for payroll processing. This is a critical gatekeeping step that moves data from T&A to the Payroll module.
Why it matters

Essential for the 'Timesheet Approval Cycle Times' dashboard. Identifies managerial bottlenecks that jeopardize the processing timeline.

Where to get

ADP Time & Attendance Audit Trail; filter for 'Status Change' to 'Approved'.

Capture

Logged when transaction 'Approve Timecard' executed

Event type explicit
Time Sheet Submitted
Marks the moment an employee or manager submits time and attendance data for the pay period. Captured explicitly from the Time & Attendance module audit logs within ADP Workforce Now.
Why it matters

Starts the payroll cycle lead time clock. Delays here ripple downstream, reducing the time available for payroll specialists to validate data.

Where to get

ADP Time & Attendance Audit Trail; filter for 'Status Change' to 'Submitted' on Timecard objects.

Capture

Logged when transaction 'Submit Timecard' executed

Event type explicit
Benefits Deductions Applied
The application of benefit rules (medical, 401k) to the gross pay. Usually occurs simultaneously with calculation but is logically distinct for audit purposes.
Why it matters

Correlates with 'Audit Exception Flagged' to determine if benefit logic is triggering compliance errors.

Where to get

Inferred from the creation or update of deduction line items in the Paydata Grid following a calculation event.

Capture

Compare deduction fields before/after calculation

Event type inferred
Data Correction Performed
A manual modification to the Paydata Grid executed by a payroll specialist to resolve errors or adjust amounts. Captured via the field-level audit trail.
Why it matters

Key metric for 'Manual Data Correction Frequency'. High correction rates suggest automation failures.

Where to get

Paydata Grid Audit Trail; User 'Update' actions on pay lines.

Capture

Logged when transaction 'Update Paydata' executed

Event type explicit
Incentive Data Imported
Records the ingestion of external pay data such as commissions or bonuses via the ADP Import utility. This event tracks when secondary income sources are attached to the payroll record.
Why it matters

Crucial for identifying integration delays. Late imports often force recalculations and rework loops.

Where to get

ADP Integration/Import Logs; success timestamp for 'Paydata Import' job.

Capture

Logged when transaction 'Import Paydata' executed

Event type explicit
Payroll Result Previewed
The generation of the 'Preview Payroll' register or reports for human verification. This step validates the calculation results before finalizing.
Why it matters

Used in 'Payroll Preview Loop Analysis'. Excessive previews imply a lack of confidence in the data.

Where to get

System Logs; timestamp of 'Preview Payroll' report generation.

Capture

Logged when transaction 'Generate Preview' executed

Event type explicit
Retrospective Adjustment Posted
Occurs when a historical correction is applied to a closed payroll record, typically affecting the next cycle. This identifies errors found after the process officially ended.
Why it matters

Critical for 'Retrospective Adjustment Volume' analysis, indicating failed upstream quality checks.

Where to get

Payroll History; New transactions posted with an 'Effective Date' in the past.

Capture

Logged when transaction 'Post Adjustment' executed

Event type explicit
Tax Filing Completed
Marks the completion of statutory tax filings for the pay period. For ADP Tax Service clients, this is when ADP confirms the filing package is closed.
Why it matters

Tracks compliance risk. Delays here can result in penalties.

Where to get

Tax Module; Quarter-End or Period-End filing status update.

Capture

Requires system analysis

Event type inferred
Recommended Optional

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