Leaving ADP Workforce Now, Vantage or EV5? Take your full history with you.

Why leaving ADP is harder than it looks

Workforce Now, Vantage, Enterprise (EV5), eTime and GlobalView each take a unique approach to source databases, files and documents, so the formats and availability of your history vary by product.

ADP typically will not help with historical data or conversions

ADP contracts very often contain no stipulation that ADP must assist with historical data or conversion to a new system, and none of the offerings above has a clear exit path to your full history. Assume you are on your own.

Standard reports are the only common option, and not enough

For some offerings a database backup is available and preferred. For others, including Workforce Now, history can only be pulled correctly and completely through custom reports and APIs, which takes knowledge of the methodology and pitfalls of ADP custom reporting. Standard reports alone will not satisfy a labor audit or subpoena.

Access can be restricted the moment you give notice

Restrictions on adding users, roles and account features may be applied immediately upon termination notification, obstructing both the data pull and the people you would add to help. Many customers wait until after converting to the new vendor to archive, which is often too late and can leave you out of compliance with federal and state labor audit agencies. Start archiving as you implement the replacement, as one all-in-one rollover. In our experience, extensions to hold data can also be severely limited: ADP may elect to terminate after 60 to 90 days with no extension, as the contract allows.

ADP may archive data older than three years

SaaS vendors like ADP impose a maximum window for pulling data in a usable format, and ADP may archive anything older than three years, leaving you one or more years short of your retention obligations. Customers are often unable to terminate with their history intact; HR and Payroll then rely on paper records and manual effort to answer audits and subpoenas about employment, time and payroll history, and cannot reprint pay stubs or tax forms for former employees.

What Fuse archives from ADP

Fuse pulls the complete employment, time and payroll history out of Workforce Now, Vantage, EV5, eTime and GlobalView, with the documents that belong to it:

• Employee, job and employment history.
• Payroll history, pay stubs and tax forms, still reprintable after ADP is switched off.
• Time and attendance records.
• Historical documents and files.

Everything lands in one secure cloud archive that HR, Payroll and Legal can reach directly.

How the migration works

Fuse takes customers through the transition quickly with ADP source-system expertise, ETL tools dedicated to secure PII data migration, easy cloud access to all historical data and documents, and a compliant, proven methodology that ensures the data acquired is clean and complete. In practice:

1. Extract. Database backups where ADP provides them, custom reports and APIs where it does not, started before access restrictions take effect.
2. Load. Data and documents go into Fuse with PII identified and access limited by role.
3. Validate. The archive is tested against ADP while the account is open, so gaps are found while they can still be filled.
4. Retire. Once the archive is verified, the ADP account can be terminated.

Already migrated? As long as you still have access to ADP, Fuse can archive it so you can sunset the account and reduce costs. Plan the archive inside the conversion; see HCM and payroll transformation and our notes on ADP conversions.

Compliance and retention

Your retention obligations do not shrink because ADP’s window does. Audits and subpoenas ask for employment, time and payroll history older than the three years ADP keeps usable, and former employees still need pay stubs and tax forms. Fuse tags archived data and documents with retention rules and manages PII from import to purge, so you can meet your retention periods without keeping ADP alive. See compliance for the full PII lifecycle.

Fuse Analytics is an independent provider and is not affiliated with, endorsed by, sponsored by, or a partner of any HR or payroll software vendor named on this page. All product and company names are trademarks of their respective owners.