Choosing a Payroll Export Option

Overview

This article explains each Payroll Export Format available in Administration, on the Time Reporting tab.

Important: Choose the format your payroll provider requires so your export includes the information they need to process payroll.

Choosing a payroll export format

To set the Payroll Export Format you need, go to Administration > Configuration > Time Reporting.

Select your profile icon, then select Administration in the side menu.
Select Configuration.
Select the Time Reporting tab.
Find the Payroll Export Format menu.
Select the option your payroll system requires.
Select Save to apply your changes.

Most frequently used formats

Aspire Payroll

This export format is used by companies running in-house payroll or using INOVA for payroll services.

If you use INOVA, you must select Aspire Payroll as the Payroll Export Format.
This format is also recommended if you use Paychex as your payroll system.
- You'll need a converter, which Paychex provides.
- After you extract the export, run it through the converter to produce a file Paychex can import into your system.

Note: Selecting this format lets Aspire produce an Excel report on the Weekly Time Review screen.

Field descriptions

The following table explains each field exported from Weekly Time Review, what it means, and where it comes from.

Field name	Description	Source location
Employee ID	Employee number	Pulled from the Payroll section of the employee's Contact record.
Employee Name	Employee name	Pulled from the employee's Contact record.
Start Date	Start Date	Pulled from the Time Entry screen for the individual Work Ticket.
End Date	End Date	Pulled from the Time Entry screen for the individual Work Ticket.
CC1	Division code	The division code associated with the Service on the Opportunity that was worked.
E/D/T	Earnings/deductions/taxes	All entries from Aspire show an E for earnings.
Pay Statement Type	Hardcoded value of "Regular"	Always shows the value "Regular".
E/D/T Code	Pay code	Pay codes set in Lists during payroll configuration in Administration.
E Base Rate	Pay rate	The employee pay rate set in the Payroll section of the Contact record. For overtime rates, this includes the Fixed Rate or Premium Percentage increase.
E Hours	Hours	Reviewed on the Weekly Time Review screen in the Scheduling module.
WC Code	The workers' compensation code and state assigned to the employee	The Workers Compensation Code and Workers Compensation State fields in the Payroll section of the employee's Contact record.
CC2	Branch code	Branch codes are defined during payroll configuration in Administration. The branch code shown comes from the Opportunity or Property the Work Ticket was for.
CC3	State	The state code from the Property of the Work Ticket.
CC4	Locality	The locality defined on the Property of the Work Ticket.

Flex

Important: Aspire doesn't recommend using this option.

You must select Paychex Flex with Job Number in the Payroll Export Format menu to produce this report on the Weekly Time Review screen. This option produces an Excel report with no headers.

Caution: This report doesn't include enough information to accurately process payroll. Paychex typically needs to run it through a converter to get what they require.

Field name	Description	Source location
Column 1	Employee number	Pulled from the Payroll section of the employee's Contact record.
Column 2	Division, state, locality	The division code associated with the Service tied to the Opportunity that was worked. The state code from the Property of the Work Ticket. The locality defined on the Property of the Work Ticket.
Column 3	E (earnings), pay code, pay rate	E represents earnings. Pay codes set in Lists during payroll configuration in Administration. The employee pay rate set in the Payroll section of the Contact record. For overtime rates, this includes the Fixed Rate or Premium Percentage increase.
Column 4	Hours	Reviewed on the Weekly Time Review screen in the Scheduling module.
Column 5	Branch code	Branch codes are defined during payroll configuration in Administration. The branch code shown comes from the Opportunity or Property the Work Ticket was for.
Column 6	State, locality	The state code from the Property of the Work Ticket. The locality defined on the Property of the Work Ticket.

QuickBooks Desktop

This export format is recommended if you use QuickBooks Desktop as your payroll system.

This format doesn't download to a file. When you select this option and run the report, the data transfers to QuickBooks Desktop and becomes available on the next sync of the Web Connector.

Aspire displays the following message:

Specialized formats

Important: Review the options above in most frequently used formats before choosing one of these specialized formats.

Preview

This export format is recommended if you use Coastal Payroll as your payroll system.

This export downloads as a text file, which you can convert to an Excel file. You must select Preview in the Payroll Export Format menu to produce this report on the Weekly Time Review screen.

Field name	Description	Source location
Column 1	Employee number	The Payroll section of the employee's Contact record.
Column 2	Division code	The division code associated with the Service tied to the Opportunity that was worked.
Column 3	Earnings, pay code, pay rate	E represents earnings. Pay codes set in Lists during payroll configuration in Administration. The employee base rate, found in the Payroll section of the employee's Contact record. For overtime, this includes the Fixed Rate or Premium Percentage increase.
Column 4	Hours	Reviewed on the Weekly Time Review screen in the Scheduling module.
Column 5	Location	The branch code of the Property and the state, combined.

Preview (Tab Delimited)

This export format is typically used only by companies running payroll through Great Plains.

Great Plains requires the export to be broken out as shown in the following image.

Field name	Description	Source location
Column 1	Employee number	The Payroll section of the employee's Contact record.
Column 2	Division code	The division code associated with the Service tied to the Opportunity that was worked.
Column 3	Earnings	E designates earnings.
Column 4	Pay code	Pay codes are created in Lists, in the Application menu in Administration.
Column 5	Pay rate	The employee base rate, found in the Payroll section of the employee's Contact record. For overtime, this includes the Fixed Rate or Premium Percentage increase.
Column 6	Hours	Reviewed on the Weekly Time Review screen in the Scheduling module.
Column 7	Branch code	Branch codes are defined in Application Configuration.
Column 8	Location	The state code from the Property of the Work Ticket.

Default CSV

This export format produces a blank report unless your company requests otherwise. Default CSV includes the same fields as Aspire Payroll, plus Service Type.

If you need this format, submit a ticket through the Resource Center to AspireCare Support and our team will pull the report for you.

Field name	Description	Source location
Employee ID	Employee number	The employee number specified in the Payroll section of the Contact record.
Employee Name	Employee name	The employee name defined on the Contact record.
Start Date	Start date	The start time specified on the Time Entry screen for the individual Work Ticket.
End Date	End date	The end time specified on the Time Entry screen for the individual Work Ticket.
CC1	Division code	The division code associated with the Service tied to the Opportunity that was worked.
E/D/T	Earnings/deductions/taxes	All entries from Aspire show an E for earnings.
Pay Statement Type	Hardcoded value of "Regular"	Always shows the value "Regular".
E/D/T Code	Pay code	Pulls from the pay codes created in Lists, in Application Administration.
E Base Rate	Pay rate	The employee base rate, found in the Payroll section of the employee's Contact record. For overtime, this includes the Fixed Rate or Premium Percentage increase.
E Hours	Hours	Hours reviewed on the Weekly Time Review screen in the Scheduling module.
WC Code	The workers' compensation code and state assigned to the employee	The Workers Compensation Code and Workers Compensation State fields in the Payroll section of the employee's Contact record.
CC2	Branch code	Branch codes are defined in Application Configuration. The branch code shown comes from the Opportunity or Property the Work Ticket was defined for.
CC3	State	The state code from the Property of the Work Ticket.
CC4	Locality	The locality defined on the Property of the Work Ticket.
CC6	Service type	The service type tied to the Service selected for your Work Ticket. [VERIFY - CC5 isn't listed; confirm whether it's unused or missing]

Paychex Flex with Job Number

Important: Aspire doesn't recommend using this option.

You must select Paychex Flex with Job Number in the Payroll Export Format menu to produce this report on the Weekly Time Review screen. This option produces an Excel report with no headers.

Caution: This report doesn't include enough information to accurately process payroll. Paychex typically needs to run it through a converter to get what they require.

Field name	Description	Source location
Column A	Branch code	Branch codes are defined in Administration > Application Configuration. Employees are assigned a branch, which you can view in the Contact list and in the User list. [VERIFY - original read "in the User list for the as a display setting"; confirm intended wording]
Column B	Export date	The date the export was run from the Weekly Time Review screen.
Column C	Employee number	The Payroll section of the employee's Contact record.
Column E	Hours	Reviewed on the Weekly Time Review screen in the Scheduling module.
Column F	Overtime (not shown in the preceding image)	Approved hours, including overtime, on the Weekly Time Review screen in the Scheduling module.

Ultimate