Subscribe to TripLog Mileage for ADP Workforce Now® or RUN Powered by ADP®
Before your organization can use TripLog for mileage and expense reimbursement, you need to subscribe to TripLog app on ADP Marketplace. You can find TripLog app listing by searching for “TripLog” on ADP Marketplace or use this link for ADP Workforce Now® https://apps.adp.com/en-US/apps/300787 or RUN Powered by ADP® https://apps.adp.com/en-US/apps/320104
Choose Monthly (with a free trial option) or Annual subscription, and confirm order. You will be invoiced by ADP, and you can change the subscription type and the number of users later.
Log in to TripLog Web Dashboard
TripLog is fully integrated with ADP through Single Sign-On (SSO). On your ADP Marketplace account, you can find all the apps you’ve subscribed to. Go to “My Apps” page, and click on the TripLog logo, and you will be logged in to TripLog account.
If this is the first time, you will be presented a Consent screen. Please click “ALLOW” access.
You will land on the TripLog one-time setup screen. Please go through the setup process.
Import Users from ADP
The next step is to create user accounts by importing them from ADP. Please go to menu Manage > Users, and click “Import ADP Users” button.
If this is the first time, you will be presented another Consent screen. Please click “ALLOW“.
Then, the system will pull all the workers data from ADP. It might take a few minutes. You can select the users you want to add to TripLog, and click “Import Workers“. You can also narrow down the selection by searching for any kind of user data in the top Search box, e.g. name, job title, department, etc. Once you are done, press the “Done” button. You can add more later.
Set up ADP Payroll Settings
As an ADP practitioner, only you can upload mileage and expense data to ADP payroll. But first, you need to set up TripLog to match the ADP codes. On the top menu bar, select Connect > ADP. Then click “ADP Settings“.
You need to choose:
- What kind of expense code you would like to use for reimbursement items. Choose “Earnings” option, the mileage and expense reimbursement amount will be uploaded as positive numbers, and that’s the amount employees will “earn” during the pay cycle. Choose “Deduction” option, the amount will be uploaded as negative numbers, and the employees will be deducted a negative amount, which in fact is equivalent to earnings. The ADP Expense Codes selection will also change corresponding to the “earning” or “deduction” selection.
- Match TripLog Expense Categories with ADP Expense Codes. Only match the ones you need, mainly “Mileage”, and possibly “Toll”, “Parking”, and other expense categories. The unmatched expenses won’t be able to upload.
Upload Mileage and Expenses to ADP
Once your employees have collected some mileage or expenses data using TripLog mobile app, and you are ready to upload those to ADP, you can go to the TripLog ADP page.
There are a few prerequisites:
- A payroll cycle in ‘Entering Payroll Information’ or ‘Correcting Input’ status.
- Mileage and other expense types are mapped with ADP Expense Codes.
Select the correct dates, trip activities, and/or expense categories. Review the reimbursement items and amount, one employee per row, and click “Upload to ADP“. You will also need to enter the Pay Number each time you upload. The default number is 1.
When everything is successfully uploaded, you can log in to your ADP Workforce Now Administrator account. On the menu bar, select Process > Payroll > Paydata. You will see the reimbursement data TripLog has uploaded under either Other Earnings or Other Deduction with the mileage Code and Amount.
For RUN Powered by ADP®, it’s at top menu Home > Time Sheet Import. You would need to select the pay cycle and find the uploaded mileage amount.
Manage ADP billing and subscription
You can manage TripLog subscription at ADP Marketplace > Your name > My Apps > find TripLog app > Manage App.
Then update the subscription as needed.