Within Freedom, the assignment of a business unit to employees is used to control security access for users. The business unit structure within Freedom does not match the Company structure (Company, Division, Department, Team and Sub Team) within HR.net.
Within HR.net an employee is assigned a Payroll Security Group via specific workflows\maintenance screens which is equivalent to a business unit.
So, when business unit details are maintained in Freedom, the equivalent Payroll Security Group is maintained in HR.net.
Freedom Forms
Company -> Business Units -> BU Details
Data Elements
The following Freedom data elements within the Business Unit screen are used in HR.net:
• Code (mandatory field)
• Name (mandatory field)
Specific Behaviour
• New Business Unit – creating a new business unit will create a new payroll security group within HR.net.
• Delete Business Unit – deleting a business unit will delete the payroll security group within HR.net.
• Save Business Unit – amendment to the “Name” field will result in the payroll security group being updated within HR.net. Any other amendments to the business unit will have no effect on HR.net.
Within Freedom, a cost centre is used to determine where payroll data such as earnings, deductions and taxes for an employee position are assigned.
The cost centres created in Freedom are assigned to employees in HR.net via specific workflows\maintenance screens.
Freedom Forms
Company -> Company Setup -> Lookups -> Enterprise Lookups -> Cost Centre
Company -> Company Setup -> Lookups -> Cost Centre
Data Elements
The following Freedom data elements within the Cost Centre screen are used in HR.net:
• Code (mandatory field)
• Description (mandatory field)
• GL Business code (optional field)
Specific Behaviour
• New Centre – creating a new cost centre will create a new cost centre within HR.net.
• Delete Centre – deleting a cost centre will delete the cost centre within HR.net.
• Save Centre – amendment to the “Description” or “GL Business Code” fields will result in the cost centre being updated within HR.net.
A Company is the primary payroll processing unit in Freedom. Information that is common to all or many employees in a company, such as earnings and deductions, is set up for that company and then assigned to employees as they are hired into the company. Each company has a single, unique PAYE reference number and can have one or more pay groups.
A company created within Freedom relates to a “Payroll Company” within HR.net, which are assigned to employees in HR.net via specific workflows\maintenance screens.
A company is maintained in Freedom on a number of forms, which are used for integration with HR.net.
Freedom Forms
Company -> Company Setup -> Company -> Company Details
Company -> Company Setup -> Company -> Company Tax Office
Data Elements
The following Freedom data elements within the company screens are used in HR.net:
• Company Code (mandatory field)
• Company Name (mandatory field)
• Effective From (mandatory field)
• Effective To (optional field)
• Employer’s PAYE ref (mandatory field – when tax office record created)
• Duty Start Date (Staging date for RTI, if applicable)
• Pension Auto Enrolment Disabled
Specific Behaviour
• New Company – creating a new company will create a new payroll company within HR.net.
• Delete Company – deleting a company will delete the payroll company within HR.net.
• Save Company – amendment to the “Company Name”, “Effective From” or “Effective To” fields will result in the payroll company being updated within HR.net. Any other amendments to the Company would have no effect on HR.net.
• New Office – creating a tax office will update HR.net by appending the employer’s current i.e. effective PAYE ref to the payroll company. Only the current PAYE reference will be sent (if there are multiples or the PAYE reference is not yet effective then nothing will be sent).
• Delete Office – will remove the employer’s PAYE ref from the payroll company. Only the current PAYE reference will be deleted from HR.net, non-effective PAYE references would not exist in HR.net so will not need to be removed.
• Save Office - amendment to the “Employer’s PAYE ref” field will result in the payroll company being updated within HR.net. Only the current PAYE reference will be sent (if there are several, or the PAYE reference is not yet effective, then nothing will be sent). Any other amendments to the Tax Office will have no effect on HR.net.
Within Freedom Earnings are defined at a company level and are then assigned to pay groups. Each pay group can have a subset of the company earnings associated with it.
Freedom Forms
Company -> Company Setup -> Earnings -> Earnings Definition
Data Elements
The following Freedom data elements within the earnings definition screen are used in HR.net:
• Code (mandatory field)
• Description (mandatory field)
• Effective From (mandatory field)
• Effective To (optional field)
Specific Behaviour
• New Earning – creating a new earning will create a new payroll company earning within HR.net.
• Delete Earning – deleting an earning will delete the payroll company earning within HR.net.
• Save Earning – amendment to the “Description”, “Effective From” or “Effective To” fields will result in the payroll company earning being updated within HR.net. Any other amendments to the Earning will have no effect on HR.net.
Within Freedom, Deductions are defined at a company level and are then assigned to Pay Groups. Each pay group can have a subset of the company deductions associated with it.
Freedom Forms
Company -> Company Setup -> Deductions -> Employee Deduction
Data Elements
The following Freedom data elements within the employee deduction screen are used in HR.net:
• Code (mandatory field)
• Description (mandatory field)
• Effective From (mandatory field)
• Effective To (optional field)
Specific Behaviour
• New Deduction – creating a new deduction will create a new payroll company deduction within HR.net.
• Delete Deduction – deleting a deduction will delete the payroll company deduction within HR.net.
• Save Deduction – amendment to the “Description”, “Effective From” or “Effective To” fields will result in the payroll company deduction being updated within HR.net. Any other amendments to the Deduction will have no effect on HR.net.
Within Freedom Pension schemes are defined at a company level and are then assigned to employees.
As employee data is changed within HR.net a method of assigning the pension scheme to an employee is required. This will be achieved by assigning an employee to a pension scheme within HR.net via lookup fields within specific workflows\maintenance screens.
Freedom Forms
Company -> Company Setup -> Company -> Pension Schemes
Data Elements
The following Freedom data elements within the pension scheme screen are used in HR.net:
• Scheme Code (mandatory field)
• Name (mandatory field)
Specific Behaviour
• New Scheme – creating a new pension scheme will create a new pension scheme within HR.net.
• Delete Scheme – deleting a pension scheme will delete the pension scheme within HR.net.
• Save Scheme – amendment to the “Name” field will result in the pension scheme being updated within HR.net. Any other amendments to the pension scheme will have no effect on HR.net.
Within Freedom, Pension Scheme Deductions are defined at a company level, as per Payroll Company Deductions. Within the deduction screen the specific pension scheme the deduction is to apply to is chosen, a deduction can only be applied to one pension scheme.
Note that pension scheme deductions saved within Freedom will create a company deduction and a pension deduction in HR.net.
Freedom Forms
Company -> Company Setup -> Deductions -> Employee Deduction
Data Elements
The following Freedom data elements within the employee deduction screen are used in HR.net:
• Pension Scheme (mandatory field)
• Code (mandatory field)
• Amount (optional field)
• Percentage (optional field)
Specific Behaviour
• New Deduction – creating a new deduction will create a new payroll company deduction and pension scheme deduction within HR.net.
• Delete Deduction – deleting a deduction will delete the payroll company deduction and pension scheme deduction within HR.net.
• Save Deduction – amendment to the “Description”, “Effective From”, “Effective To”, “Amount” or “Percentage” fields will result in the payroll company deduction and pension scheme deduction being updated within HR.net. Any other amendments to the Deduction will have no effect on HR.net.
Within Freedom, a company can have multiple pay groups defined, to which employees are assigned. A pay group contains a number of attributes which need to be configured e.g. pay calendar, earnings, deductions, etc...
Within HR.net an employee will be assigned to a pay group via lookup fields within specific workflows\maintenance screens.
Freedom Forms
A pay group is maintained within a number of forms. For integration with HR.net the following screens are used to create the main pay group record:
Company -> Company Setup -> Pay Group -> Pay Group Details
Company -> Company Setup -> Pay Group -> Pay Group Controls
Company -> Company Setup -> Pay Group -> Setup Pay Calendar
Company -> Company Setup -> Pay Group -> Maintain Pay Calendar
Data Elements
The following Freedom data elements within the pay group screen are used in HR.net:
• Pay Group Code (mandatory field)
• Description (mandatory field)
• Frequency (mandatory field)
• Effective from (mandatory field)
• Effective To (optional field)
• Automatic Standard Pay (optional field) – once the pay group controls have been configured.
• Description (optional field) – when a Pay Calendar has been created the open month will be set as the current period in HR.net
Specific Behaviour
• New Pay Group – creating a new pay group will create a new pay group within HR.net.
• Delete Pay Group – deleting a pay group will delete the pay group within HR.net.
• Save Pay Group – amendment to the “Description”, “Effective From”, “Effective To” or “Automatic Standard Pay” fields will result in the pay group being updated within HR.net. Any other amendments to the Pay Group would have no effect on HR.net.
• Pay Calendar – creation and maintenance of pay calendars is described below. Once configured the current period will be passed to HR.net and will reside at Pay Group level.
A pay calendar created within Freedom relates to HR.net Pay Periods which allows the payroll user to view the payroll periods defined for a pay group. The pay calendar information is used by the Release to Payroll batch process to transfer only current period changes to Freedom.
Freedom Forms
A pay calendar is maintained within a number of Freedom forms. For integration with HR.net the following screens are used to create the pay calendar:
Company -> Company Setup -> Pay Group -> Setup Pay Calendar
Company -> Company Setup -> Pay Group -> Maintain Pay Calendar
Payment -> Payroll Processing -> Payrun Control -> Payrun Set-up
Data Elements
The following Freedom data elements within the pay calendar screens are used in HR.net:
• Description (mandatory field)
• To (mandatory field)
• Status (mandatory field)
• Payrun Cutoff Date (optional field) – this date is passed to HR.net to prevent changes being made when the pay group is locked.
Specific Behaviour
• Setup Pay Calendar – creating a new pay calendar will create new pay periods for the pay group within HR.net (based on the frequency, this will create a number of pay periods for the year).
• New Pay Period – creating a new pay period will create a new pay period within HR.net. Note that this only applies where the pay period is a regular period, special pay periods are not sent to HR.net.
• Save Pay Period – amendment to the “Description” or “Status” fields will result in the pay period being updated within HR.net. Any other amendments to the pay period have no effect on HR.net. Note that this only applies where the pay period is a regular period, special pay periods are not sent to HR.net.
• Delete Pay Calendar – deleting a pay calendar will remove all pay periods for that calendar from the pay group in HR.net.
• Set Cut-off – within payrun control when the cut-off date is set or amended this will update the Pay Group in HR.net to prevent changes being made that would affect the payroll (unless the user has the requisite privileges).
Within Freedom, Earnings are defined against a payroll company. The pay groups within a payroll company are then assigned a subset of the payroll company earnings.
Freedom Forms
Company -> Company Setup -> Earnings -> Pay Group Earnings
Data Elements
The following Freedom data elements within the pay group earnings screen are used in HR.net:
• Pay Group Code (mandatory field)
• Code (mandatory field) – this is the earning code as defined in earnings definition (see above section for definition of payroll company earnings)
• Disallow subsequent allocation to employees? (optional field)– this flag will prevent the earning from being assigned to employees who do not currently have the earning assigned.
Specific Behaviour
• Save Group –Selecting\deselecting a pay group for the selected earning will result in the pay group earning being assigned\removed from the relevant pay group within HR.net. Also allowing\disallowing the earning will either hide or show the earning for selection to employees. Any other amendments to the Pay Group Earning has no effect on HR.net.
Deductions are defined against a payroll company. The pay groups within a payroll company are then assigned a subset of the payroll company deductions.
Freedom Forms
Company -> Company Setup -> Earnings -> Pay Group Deduction
Data Elements
The following Freedom data elements within the pay group deduction screen are used in HR.net:
• Pay Group Code (mandatory field)
• Code (mandatory field) – this is the deduction code as defined in deductions definition (see above section for definition of payroll company deductions).
• Disallow subsequent allocation to employees? (optional field) – this flag will prevent the deduction from being assigned to employees who do not currently have the deduction assigned.
Specific Behaviour
• Save Group –Selecting\deselecting a pay group for the selected deduction will result in the pay group deduction being assigned\removed from the relevant pay group within HR.net. Also allowing\disallowing the earning will either hide or show the earning for selection to employees. Any other amendments to the Pay Group Deduction has no effect on HR.net.
Within Freedom a grade is associated with a post and is used to define an organisation's grade structure. This relates to the pay grade structure within HR.net. Within HR.net grades are assigned to jobs, therefore the grades need to be available within lookups in the relevant screens.
Freedom Forms
Company -> Grades -> Grade Details
Data Elements
The following Freedom data elements within the Grade Details screen are used in HR.net:
• Grade Code (mandatory field)
• Grade Description (mandatory field)
• Comments (optional field)
Specific Behaviour
• New Grade – creating a new grade will create a new pay grade within HR.net.
• Delete Grade– deleting a pay group will delete the pay group within HR.net.
• Save Grade – amendment to the “Description” or “Comments” fields will result in the pay grade being updated within HR.net. Any other amendments to the Grade has no effect on HR.net.
Freedom Business Locations relate to the Locations within HR.net which are held against job records to show where an employee works, or against post records to show the default location of a post. Creating of a business location within Freedom allows for the locations to be available within HR.net lookups for employee workflows and maintenance screens.
Freedom Forms
Company -> Company Setup -> Lookups -> Enterprise Lookups -> Business Location
Data Elements
The following Freedom data elements within the Business Location screen are used in HR.net:
• Location Code (mandatory field)
• Name (mandatory field)
• Phone no (optional field)
• Fax no (optional field)
• Address 1 (mandatory field)
• Address 2 (optional field)
• Address 3 (optional field)
• Town/City (mandatory field)
• County (optional field)
• Postcode (optional field)
• Country (mandatory field)
Specific Behaviour
• New Location – creating a new business location will create a new location within HR.net.
• Delete Location – deleting a business location will delete the location within HR.net.
• Save Location – amendment to the “Name”, “Phone No”, “Fax No”, “Address 1”, “Address 2”, “Address 3”, “Town/City”, “County”, “Postcode” or “Country” fields will result in the location being updated within HR.net. Any other amendments to the Business Location will have no effect on HR.net.
Freedom Shift patterns and the work times associated with each working day within the pattern relate to work patterns within HR.net.
Within HR.net, you can view any shift patterns held in Freedom and then record one or more shift patterns against each employee. (Although employees may not have multiple concurrent shift patterns.)
Freedom Forms
A shift pattern is maintained within a number of Freedom forms. For integration with HR.net the following screens are used to create and maintain the shift pattern.
Company -> Shift Pattern -> New
Company -> Shift Pattern -> Details
Company -> Shift Pattern -> Work Times
Data Elements
The following Freedom data elements within the shift pattern screens are used in HR.net:
• Code (mandatory field)
• Description (mandatory field)
• Comments (mandatory field)
• ContractPeriod (mandatory field) - is set to “Week” for every shift pattern sent.
• ContractUnit (mandatory field) - is set to “Hours” for every shift pattern sent.
• Weekly Scheduled Hours (mandatory field)
• DaysInPattern (mandatory field) - is derived as follows “Shift_Patten.Pattern_Weeks * 7” for every shift pattern sent.
• Work starts On (i.e. start day of shift) (mandatory field)
• Work finishes On (i.e. end day of shift) (mandatory field)
• Work starts at (i.e. start time of shift) (mandatory field)
• Work finishes at (i.e. end time of shift) (mandatory field)
• Working Hours - is derived as follows: “shift_work_times.work_end_time – shift_work_times.work_start_time” for every period sent.
• Working Days - is derived as follows - the shift_weighting_amt divided by the total working times in the work time records, multiplied by each work time duration. The total of all of these must equal the shift_weighting_amt therefore the last work time value is set to the remainder to adjust for rounding.
Specific Behaviour
• New Shift Pattern – creating a new shift pattern will create a new work pattern within HR.net.
• Delete Pattern – deleting a shift pattern will delete the work pattern within HR.net.
• Save Pattern – amendment to the “Description” field will result in the work pattern being updated within HR.net. Amendments to “Pattern repeats every x weeks”, Average days/hours per week or how days are calculated could result in changes being made to work patterns in HR.net (Note that a number of fields required in HR.net are derived by data entered in Freedom). Any other amendments to the shift pattern will have no effect on HR.net.
• New Shift – creating a new shift will add a new work period to the existing work pattern within HR.net.
• Delete Shift – deleting a shift will remove the work period from the existing work pattern within HR.net.
• Save Shift – amendment to the “Work finishes at” field will update the work period within the existing work pattern within HR.net.
Shift 1 = shift_weighting_amt = 1
Work time 1 = 09:00 – 12:45 = 3.45hrs
Work time 2 = 13:45 – 17:30 = 3.45hrs
Total work time = 3.45hrs + 3.45hrs = 7.5hrs
1/7.5 = 0.13333333333333333
Work time 1 = 3.45hrs * 0.13333333333333333= 0.500 (rounded to 3dp) working days
Work time 2 = 1-0.500 = 0.500 (rounded to 3dp) working days
Shift 1 = shift_weighting_amt = 1
Work time 1 = 09:00 – 11:00 = 2hrs
Work time 2 = 12:00 – 2:00 = 2hrs
Work time 3 = 3:00 – 5:00 = 2hrs
Total work time = 2+2+2 = 6
1/6 = 0.16666666666666667
Work time 1 = 2*0.16666666666666667 = 0.333 (rounded to 3dp) working days
Work time 2 = 2*0.16666666666666667 = 0.333 (rounded to 3dp) working days
Work Time 3 = 1 - 0.33 + 0.33 = 0.334 (rounded to 3dp) working days
ADP Freedom foundation payroll data is shared with HR.net if the Automatically Sync Foundation Data option is set on the Client HR Setup form.
When the data is shared, any changes made to the foundation details in ADP freedom are automatically replicated in HR.net (although not vice versa). In addition, new data items added in ADP Freedom are automatically added in HR.net any data items deleted from ADP Freedom are deleted from HR.net.
The payroll foundation data includes the following data types:
Click on a data type to learn more about the data transfer between the two applications.
Note that there is not always a simple one to one transfer of data between the two applications. Some HR.net objects require details from more than one form in Freedom.
See What Freedom forms contain foundation data? for a list of the Freedom forms that contain foundation data shared with HR.net.