Payroll operations across four production locations relied on manual, offline reconciliation. Managers had to manually extract data from dense ADP reports to identify discrepancies, a process that was slow and highly susceptible to human error. A major notice-after-fact payroll error served as the breaking point, highlighting the urgent need for a preventative, systematic way to validate hours and pay across thousands of line items before checks were issued.
Business Need: Payroll operations across four production locations relied on manual, offline reconciliation. Managers had to manually extract data from dense ADP reports to identify discrepancies, a process that was slow and highly susceptible to human error. A major notice-after-fact payroll error served as the breaking point, highlighting the urgent need for a preventative, systematic way to validate hours and pay across thousands of line items before checks were issued.
Solution: Kinetech developed a two-phase automated reconciliation platform that integrates directly with the ADP Team Time Card API. Phase 1 introduced a multi-site validation tool allowing location managers to resolve local discrepancies independently. Phase 2 implemented a specialized biweekly reconciliation engine for headquarters, creating a preventive safety net that ensures every hour recorded in the timecard system matches the final payroll report before processing.
Results: The transition moved the payroll team from constant data hunting to strategic oversight. The solution identifies 100 percent of discrepancies before payroll is finalized, protecting the company from significant financial risk and administrative headaches. By automating the data flow, the IT department no longer needs to intervene in weekly transfers, increasing departmental autonomy. The system provides a scalable foundation that easily adapts to new manufacturing locations or additional payroll codes. Full Story: https://www.kinetechcloud.com/case-studies/pacific-coast-producers-hr