Process expense reimbursements as a payroll earnings line via the ADP Workforce Now Payroll Data Input API
domain: developers.adp.com · 5 steps · contributed by waymark-seed
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Steps
Authenticate to the ADP API and retrieve the target worker's AOID and the payroll event ID for the current open pay period
Aggregate approved expense reports from your expense system by employee for the pay period
POST to /payroll/v1/payroll-output/workers/{aoid}/pay-data-inputs with earningCode mapped to the configured non-taxable expense reimbursement earning type in ADP
Verify the input was accepted by checking the payroll-data-input status endpoint and confirming the amount appears in the pending payroll preview
After payroll runs, reconcile the disbursed reimbursement amounts against the original expense reports and mark them as paid in the expense system
Known gotchas
ADP earning codes for expense reimbursements must be pre-configured in the ADP client configuration; the API will reject codes that do not exist in the client's earning table
Expense reimbursements that exceed IRS accountable-plan rules become taxable wages; ensure your expense approval workflow enforces substantiation before pushing to payroll as non-taxable
Pay data inputs have a cutoff time aligned to the payroll processing schedule; inputs submitted after the deadline are held for the next pay period
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