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TRANSCRIPT
Quarter Processing:
Using Payroll Reports to
Prepare for Quarter End
Handout Manual
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Published by ADP Enterprise Learning
May 2018
PREFACE
Copyright 2009–2018 ADP, LLC iii V05181834587_1NH
Contents
Quarter Processing: Using Payroll Reports to Prepare for Quarter End
Course Introduction ....................................................................................................... 5
Course Purpose ....................................................................................................... 5
Course Objectives .................................................................................................. 5
Course Agenda ....................................................................................................... 5
Follow-Up Items .................................................................................................... 6
Introduction to Payroll Output Reports ......................................................................... 7
Overview ................................................................................................................ 7
Reports and Descriptions ....................................................................................... 7
Master Control ............................................................................................................... 8
Overview ................................................................................................................ 8
Explore: Company Options Page ........................................................................... 8
Explore: Employee Detail Page ............................................................................. 9
Explore: Company Totals Page ............................................................................ 14
Learning Activity: Master Control Scavenger Hunt ............................................ 15
Payroll Summary ......................................................................................................... 18
Overview .............................................................................................................. 18
Explore: Payroll Summary ................................................................................... 18
Explore: Payroll Summary Recap Report ............................................................ 19
Personnel Change Report ............................................................................................ 20
Overview .............................................................................................................. 20
Explore: Personnel Change Report ...................................................................... 20
Unused Deduction Report ........................................................................................... 21
Overview .............................................................................................................. 21
Explore: Unused Deduction Report ..................................................................... 21
Statistical Summary ..................................................................................................... 22
Overview .............................................................................................................. 22
Explore: Statistical Summary Recap .................................................................... 22
Explore: Statistical Summary Detail .................................................................... 23
Knowledge Check ................................................................................................ 24
Course Closing ............................................................................................................ 26
Continuing Education Credits .............................................................................. 26
Training Evaluation .............................................................................................. 27
PREFACE
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Quarter Processing: Using Payroll Reports to Prepare for Quarter End
(34586_1) ............................................................................................................. 28
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Course Introduction
Course Purpose
This course introduces you to the ADP payroll reports that help you to verify employee
Masterfile information, payroll totals, personnel changes, employee deductions, and payroll
and tax liabilities, providing you with the tools and knowledge necessary to successfully close
each quarter.
Course Objectives
Upon completing this course, you will be able to do the following:
Identify the payroll reports used to reconcile payroll.
Determine the meanings of the abbreviations that are displayed in payroll reports.
Locate quarter-to-date and year-to-date figures on payroll reports.
Course Agenda
This course includes the following topics:
Introduction to Payroll Output Reports
Master Control
Payroll Summary
Personnel Change Report
Unused Deduction Report
Statistical Summary
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Follow-Up Items
List any follow-up items that you may need to discuss with your client support specialist or
implementation specialist:
Questions for my CSS/IS:
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Introduction to Payroll Output Reports
Overview
ADP provides you with wage and tax information for each payroll processing by means of
payroll reports.
Reports and Descriptions
Report Description
Payroll Schedule Displays holidays and specific payroll processing information such as
deductions, dates, check messages, and special effects
Payroll Transmittal Displays information such as payroll dates, active deductions, and
check stub messages
Master Control Displays the information used to calculate wages by employee as well
as cumulative earnings and deductions by employee
Payroll Summary Displays a summary of payroll information such as gross pay, statutory
deductions, voluntary deductions, and net pay for the current pay
period
Payroll Register Displays payroll figures for the current pay period for each employee
including hours, earnings, gross pay, statutory deductions, net pay,
and check/voucher numbers
Payroll Audit Displays the number of active, terminated, newly hired, and rehired
employees in the current pay period
Personnel Change Displays changes made to the employee Masterfile for the current pay
period
Unused Deduction Displays the employees whose earnings this pay period were
insufficient to cover voluntary deduction amounts
Labor Distribution Displays costs charged to each department for all employees
Statistical Summary Displays amounts debited from your bank account for tax deposits to
be made by ADP for products including Tax Filing Service, Wage
Garnishment Processing Service (WGPS), Full Service Direct Deposit
(FSDD), and so on
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Master Control
Overview
The Master Control contains Company Options pages, Employee Detail pages, and Company
Totals pages.
Explore: Company Options Page
Sections and Descriptions
Section Description
Tax Exemption Grid Displays the earnings and deduction codes you have set up and the
taxes for which each code is exempt
Example: Long-term disability earnings are exempt from specific
employee and employer taxes and require a tax grid.
Special Accumulators Displays the accumulator code, the description, and the clearing
frequency, and indicates the hours, earnings, and deduction amounts
that ADP is storing on your behalf
Earnings Literals Displays the earnings codes you have set up with ADP and how those
codes will be displayed on ADP reports and the employee's checks and
vouchers
Deduction Literals Displays the deduction codes you have set up with ADP and how those
codes will be displayed on ADP reports and the employee's checks and
vouchers
Memo Literals Displays the memo codes you have set up with ADP and how those
codes will be displayed on ADP reports and the employee's checks and
vouchers
Special Calculations Displays the results of all the special calculations ADP currently has set
up on your company's behalf along with the description
Example: Result DCK = deduction code K and is a 401(k) deduction
calculation.
Local Information Displays the name of the city/locality for which you have employees set
up along with the Autopay (payroll entry) code, tax code, and associated
state
GTL Information Displays the group term life calculation coverage date, standard hours,
benefit factor, coverage limit, and birth-date location
Miscellaneous Displays miscellaneous company options such as Qualified Pension and
the date fields used to track hire date, birth date, termination date, and
so on
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Explore: Employee Detail Page
Sections and Descriptions
Section Description
Personnel Displays indicative information including the employee's name, address,
home department, Social Security number status, hire date, birth date,
status, file number, and Equal Employment Opportunity (EEO) data
Pay Displays the employee's current gross, primary rate, additional rates, pay
frequency, standard hours, rate calculation, last week worked (LWW),
and the number of weeks worked (NWW)
Tax Status Displays state, SUI/SDI, and local tax codes along with tax marital
status, number of exemptions, extra taxes, and tax blocks
Scheduled Amounts Displays the standard deduction amounts, codes, and literals deducted
from the employee's pay each pay period along with direct deposit
information and goal limits
Accumulations to Date Displays balances for amounts being accumulated
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Employee Detail Terms and Descriptions
Term Description
Accrual Reset Year and
Codes
Displays the benefit accrual code and year of the last reset
Action Flag Yr/Wk Displays the year and week on which an action occurs for an employee
Note: An action flag allows you to trigger an action for an employee at a
predetermined time.
Action Flag # of Weeks Displays the number of weeks worked for an employee with an action
flag
Average Rate Displays the employee's average hourly rate for this pay period
Bank Account Information Displays the employee's bank account number, transit/ABA, account
code, account type, and prenote date, if applicable
Note: Prenote is the time period in which the employee’s bank tests the
transit/ABA number and account number information for new direct
deposit accounts.
Dates 6 - 15 Displays the dates entered in these fields
Ded Goal Limit Displays the goal deduction code and limit
Ded Goal to Date Displays the amount deducted to date towards the goal limit
Dept. Allocations Displays the department and percentage allocated to that department for
an employee coded with automatic allocation
EEOC Displays the employee's race, occupation, and on-the-job training (OJT)
codes related to equal employment opportunity (EEO)
Extra Pays Displays the number of additional pays the employee has received for
the processing
Garnishment Displays the type of garnishment (G-standard or F-federal) with which an
employee is set up
Group Term N Displays the coverage amount and factors used to calculate taxable
group term life insurance
Job Allocations Displays the percentage allocated to a job number for an employee set
up with automatic labor allocation
Last on Wk Set Indicates that the employee is coded to be printed at the end of the
worksheet
Meal Factor Displays meal factor coding
N.J. State Special Tax Displays the code for the tax table on which the New Jersey employee is
coded
Not on Worksheet Indicates that the employee is coded not to be printed on the worksheet
Ohio School Dist. Tax Code Displays the Ohio school district code on which the employee is taxed
Oregon Health Ins. Code # Displays the code identifying the type of health coverage for an Oregon
employee
Paid 12th of Month Displays code 1, 2, or 3 to indicate whether the employee is paid near
the 12th of the month in the first, second, or third quarter
Pay Group 2 Indicates that the employee is assigned to a second pay group
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Employee Detail Terms and Descriptions (cont.)
Term Description
Permanent Exclude Indicates that the employee's pay is calculated but a check is not
generated
Rate 3 Identifies the employee as having a third hourly rate
Set for Purge Identifies the employee as being scheduled to be removed from the
Masterfile
Special Account No. Indicates whether the employee is coded to special account 1 or 2
Std Earns 5 Code Displays the earnings 5 amount and code if the employee has
standard earnings set up in the Earnings 5 field
State Exemptions $ Displays state exemption amounts for states that require amounts
versus the number of dependents
Term W-2 Issued Indicates that an interim Form W-2 has been issued for the terminated
employee
Tip Credit Minimum Rate Displays the minimum rate used to calculate the employee's tip credit
Tip Factor Displays the rate used to calculate the employee's tips
Title Displays the employee's title if the employee is coded to display a
description
Under Minimum # of Wks and
Dollar Amount
Displays the number of weeks and the total gross pay under the state
minimum (for unemployment purposes only)
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Accumulations to Date Section: Abbreviations and Descriptions
The following abbreviations are preceded by either a Q for quarter-to-date figures or a Y for
year-to-date figures:
Abbreviation Description
Alw # Allowed Hours/Earnings #
FIT Federal income tax
Fringe Ben Taxable fringe benefits
FUTATXBL FUTA taxable
Gross Gross pay
GRSNLMT Gross under limit
GTL Group term life insurance
Local 1 Local/city income tax
Local 2 Local/city income tax (lived in)
Meals Meals or lodging
MED Medicare tax
MEDST Medicare surtax
MEDTXBL Medicare taxable
PRDEFCMP Prior deferred compensation
PRFUTXBL Prior FUTA taxable
PRMEDST Prior Medicare surtax
PRMEDTX Prior Medicare tax
PRMEDTXB Prior Medicare taxable
PRSSEE Prior employee Social Security tax
PRSSER Prior employer Social Security tax
PRSUI/SDI Prior SUI/SDI tax
PRSUTBEE Prior employee SUI/SDI taxable
PRSUTBER Prior employer SUI/SDI taxable
SDITXBL State disability taxable
SICKPAY Excludable (nontaxable) sick pay
SS Social Security tax
SSTXBL Social Security taxable
State 1 State income tax
State 2 State income tax (lived in)
SUI/DI SUI/SDI tax
SUITXBL SUI taxable
Tip Credit Tip credit
Tips Reported tips
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Accumulations to Date Section: Abbreviations and Descriptions
(cont.)
Abbreviation Description
Tkn # Taken Hours/Earnings #
UNCL MED Uncollected Medicare tax
UNCL SS/ME Uncollected Social Security and Medicare tax
UNC SS Uncollected Social Security tax
XFIT Amount exempt from federal income tax
XFUTA Amount exempt from federal unemployment tax
XLocal 1 Amount exempt from city income tax
XLocal 2 Amount exempt from city income tax (lived in city)
XMED Amount exempt from Medicare tax
XMEDTXBL Amount exempt from Medicare taxable
XSS Amount exempt from Social Security tax
XState 1 Amount exempt from state income tax
XState 2 Amount exempt from state income tax (lived in state)
XSUI/DI EE Amount exempt from employee SUI/SDI tax
XSUI/DI ER Amount exempt from employer SUI/SDI tax
3PSPFIT Third-party sick pay federal income tax
3PSPMED Third-party sick pay Medicare tax
3PSPNTXB Third-party sick pay Social Security and Medicare nontaxable amount
3PSPSS Third-party sick pay Social Security tax
3PSPSSAJ Third-party sick pay Social Security tax adjustment
3PSPTXBL Third-party sick pay Social Security and Medicare taxable
401K Deferred compensation 401(k) plan
403B Deferred compensation 403(b) plan
408K Deferred compensation 408(k) plan
457 Deferred compensation 457 plan
501C Deferred compensation 501(c) plan
1099 1099 earnings
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Explore: Company Totals Page
Sections and Descriptions
Section Description
Company Totals Displays totals of hourly and salary rates of active and nonactive
employees, totals for new hires, changes, entries, and pays for the
current payroll.
Pay Displays totals for hours and earnings fields, statutory and voluntary
deductions, gross, and net amounts. This section also displays the total
number of male and female pays for the current payroll.
Scheduled Amounts Displays totals of all scheduled voluntary deduction codes (sorted
alphanumerically) and goal deductions and balances.
Accumulations to Date Displays all balances for amounts being accumulated.
Note: The next available and highest available file numbers are
displayed beneath the Accumulations to Date section.
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Learning Activity: Master Control Scavenger Hunt
Instructions
Access the Master Control in your reports manual and locate the required information to
answer the following questions.
Company Options Page
1. Is company code AQN set up for qualified pension?_____________________________
2. What deduction codes are set up for the following deductions?
Savings: _______________________________________________________________
Health Benefits: _________________________________________________________
Loan: ________________________________________________________________
3. What accumulator codes are set up for the following hours, earnings, and deductions?
QTD Depend FSA: ______________________________________________________
YTD Hours 1: __________________________________________________________
YTD Employer-Paid Health Savings: ________________________________________
QTD Medical: __________________________________________________________
4. What earnings codes are set up for the following earnings?
Bonus: ________________________________________________________________
Vacation: ______________________________________________________________
Sick: __________________________________________________________________
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Employee Details Page
1. How many direct deposit deductions are set up for Anthony Albright? ______________
2. What information is displayed in the following fields for John Dexter?
Dept: _________________________________________________________________
Status: ________________________________________________________________
State code and SUI code: _________________________________________________
3. What information is displayed for Samuel Barbato for the following?
Goal deduction code: _____________________________________________________
Goal-to-date amount: _____________________________________________________
Goal limit: _____________________________________________________________
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Company Totals Page
1. What amount is displayed in the following accumulation to date fields?
Y SUI/DI: _________________________________________________________
Y FIT: ____________________________________________________________
Q Local 1: _________________________________________________________
Ac 08: ____________________________________________________________
Ac 29: ____________________________________________________________
2. How many regular hours 1 were worked this payroll processing for company code
AQN?
__________________________________________________________________
3. How many total active employees are displayed for company code AQN?
__________________________________________________________________
4. What number is displayed for the number of changes made in this payroll?
__________________________________________________________________
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Payroll Summary
Overview
The Payroll Summary contains detailed payroll analysis pages and company totals by
department.
Explore: Payroll Summary
Sections and Descriptions
Section Description
Department Displays the department number and description
Hours Displays totals for regular hours, overtime hours, and hours 3 and 4 (coded
hours)
Earnings Displays totals for regular, overtime, third, fourth, and fifth field earnings
Gross Displays totals for gross pay and the percentage of the department's gross pay
to the company
Statutory Deductions Displays totals for federal, state, and local tax deductions
Vol Deds Displays totals for voluntary deductions
Net Pay Displays totals for net pay
Analysis Displays detailed information for earnings, memos, deductions, federal
taxable, FUTA, state and state taxable, SUI/SDI, and local codes and amounts
Important Information
Be sure to notify ADP when you add new payroll codes and tax jurisdictions to your company
setup so that the proper information is displayed on your output reports.
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Explore: Payroll Summary Recap Report
Sections and Descriptions
Section Description
Item/Description Displays the net cash, federal payroll tax and deposit liability, FUTA,
SUI/SDI tax, state income tax, local income tax, employer SUI/SDI, and
company recap sections
Jurisdiction Displays state and local jurisdiction information for SUI/SDI, state, local,
and employer SUI/SDI taxes withheld
Taxable Displays the taxable amounts for federal, FUTA, SUI/SDI, state, local,
and employer SUI/SDI taxes
Liability Displays the net cash and federal deposit liability amounts along with
FUTA, SUI/SDI, state, local, and employer SUI/SDI deposit liabilities
Federal Income Tax by State Displays the federal income tax amounts by states
Additional Resources
To learn more about quarter-end processing tasks, access the quarter-end resources on The
Bridge.
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Personnel Change Report
Overview
The Personnel Change Report displays changes to employee indicative information. The report
displays both old and new data and a brief description of the change made to the employee's
Masterfile information.
Explore: Personnel Change Report
Sections and Descriptions
Section Description
New Hires, Name and
Address Changes
Displays the employee's file number, name, department, rate 1, rate 2,
rate 3, and the description of the change to the employee's employment
status and address, if applicable
Other Changes Displays the employee's file number, name, department, clock, old data,
new data, the difference between the old and new data, and a
description of the change
Note: You must access your payroll system to validate the employee's
Social Security number because SSNs are not displayed on payroll
reports.
Pays Issued to Non-Active
Employees
Displays the employee's file number, name, department, clock, gross,
net, and the employment status description
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Unused Deduction Report
Overview
The Unused Deduction Report displays employees whose earnings during the pay period were
insufficient to cover the scheduled voluntary deductions. Additionally, the Unused Deduction
Report displays employees who have satisfied deduction goals but whose deductions are
currently scheduled.
Explore: Unused Deduction Report
Sections and Descriptions
Section Description
Personnel Displays the employee's name, period-ending date, file number,
department, clock, and rate
Voluntary Deductions Displays unused deduction amounts, codes, and descriptions
Employee Status Displays the employee's status
Explanation Displays a descriptive message such as "goal deduction reached"
Deduction Analysis Displays all unused deduction amounts, codes, and descriptions for the
current payroll
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Statistical Summary
Overview
The Statistical Summary is a standard output report that you receive if you use ADP's Tax
Filing Service. This report contains both a Recap page and a Detail page.
Explore: Statistical Summary Recap
Sections and Descriptions
Section Description
Taxes Debited Displays taxes debited for federal, Social Security, Medicare, FUTA,
state, local, school districts, and Workers' Benefit Fund
Assessments
Other Transfers Displays federal garnishments and child support transactions
Bank Debits and Other Liability Displays totals of all checks, direct deposits, adjustments, voids, and
prepays that ADP debits from your company's bank account
Taxes - Your Responsibility Displays taxes that ADP is not filing and that are your responsibility
Total Liability Displays the total amount that ADP debits from your company's
bank account for payroll taxes, checks, and direct deposits
Note: The Total Liability excludes adjustments, prepays, and voids.
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Explore: Statistical Summary Detail
Sections and Descriptions
Section Description
Net Pay Displays the total net pay
Taxes Displays itemized federal, state, and local tax liabilities for both employee and
employer contributions
Important Information
Be sure to verify your total liability amount and fund your bank account with the amount
indicated on the Statistical Summary Recap report. ADP will debit your company's bank
account for the total tax and net cash (checks and direct deposit) amounts.
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Knowledge Check
1. In which section of the Master Control can you locate information detailing the last week
worked by an employee?
a. Accumulations to Date
b. Pay
c. Personnel
d. Tax Status
2. Which two output reports display goal deduction information?
a. Master Control and Personnel Change Report
b. Master Control and Unused Deduction Report
c. Payroll Summary and Personnel Change Report
d. Personnel Change Report and Unused Deduction Report
3. Which payroll output reports can you use to determine the federal deposit liability for
your current payroll?
a. Master Control and Payroll Summary Recap
b. Payroll Summary Recap and Statistical Summary
c. Statistical Summary Recap and Unused Deduction Report
d. Unused Deduction Report and Master Control
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Knowledge Check (cont.)
4. You need to fund your company's bank account with the total liability amount for the
current payroll. Which payroll output report displays the total liability information for
your company?
a. Master Control
b. Payroll Summary
c. Statistical Summary Recap
d. Unused Deduction Report
5. Your company's accounting department needs to verify the employer SUI tax total for a
specific department. Which payroll output report displays this information?
a. Master Control
b. Payroll Summary
c. Personnel Change Report
d. Statistical Summary
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Course Closing
Continuing Education Credits
ADP is an approved provider of recertification credit hours (RCHs) by the American Payroll
Association (APA) and continuing professional education (CPE) credits by the National
Association of State Boards of Accountancy (NASBA). Most ADP courses are eligible for
RCHs and CPE credits.
RCHs and CPE credits provide recognition for updating or broadening professional
competencies and may be used to maintain certifications such as the Certified Payroll
Professional (CPP), Certified Public Accountant (CPA), or the Society for Human Resource
Management (SHRM). Professional organizations establish their own certification procedures,
which are subject to change.
Professional organizations often require documentation of class objectives, agenda, and
duration, along with a certificate of completion. This information is provided at the end of your
handout manual. At your request, your instructor will provide you with a certificate of
completion at the end of this class.
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Training Evaluation
Please take a moment to complete the evaluation.
ADP Course Description
Quarter Processing: Using Payroll Reports to Prepare for Quarter End (34586_1)
Program Content
This course prepares participants to read and understand payroll reports. Topics include the Master Control, Payroll Summary, Personnel Change, Unused Deduction, and Statistical Summary reports.
Objectives
Upon completing this session, participants will be prepared to do the following:
Identify the payroll reports used to reconcile payroll.
Determine the meanings of the abbreviations that are displayed in payroll reports.
Locate quarter-to-date and year-to-date figures on payroll reports.
Audience
This course is intended for those participants who are responsible for reconciling payroll each quarter.
Prerequisites
None
Advance Preparation
None
Participant Materials
Participants will need to download or print the Quarter Processing: Using Payroll Reports to Prepare for Quarter End handout manual and the Quarter Processing: Using Payroll Reports to Prepare for Quarter End reports manual before attending class.
Method of Presentation
Virtual class (VC), Group Internet Based
Duration
2 hours, 15 minutes
Continuing Education Credits
This course may be eligible for the following recertification credit hours (RCHs) and continuing professional education (CPE) credits:
RCH: 2.0
CPE: 2.0
Note: ADP is unable to grant formal RCH and CPE credits to a participant logged on to class through a mobile device. For more information, see the Training Policy.
In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted on a 50-minute hour.
ADP, LLC, Employer Services, is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: www.nasbaregistry.org.
In accordance with the American Payroll Association (APA), recertification credit hours (RCHs) apply to Certified Payroll Professional (CPP) and Fundamental Payroll Certification (FPC) credentials.
Recommended Field of Study (NASBA)
Specialized Knowledge and Applications
Cost and Training Policy
For information about course cost, registration, and cancellation policies, refer to the Training Policy.
Learning Records and Privacy Policy
Learner records are available on Learn@ADP within 24 hours after participants complete their training classes. To access learner records, refer to these instructions.
View ADP's Privacy Policy on Learn@ADP.
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