---
title: "Choosing a Payroll Export Option"
slug: "choosing-a-payroll-export-option"
tags: ["Language - English", "Area - Payroll", "Industry - Landscaping", "Type - Reference", "Role - Accountant (AR)", "Skill Level - 2 (Intermediate)", "Skill Level - 3 (Advanced)"]
updated: 2026-09-14T20:38:33Z
published: 2026-09-14T20:38:33Z
canonical: "guide.youraspire.com/choosing-a-payroll-export-option"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 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**.

1. Select your profile icon, then select **Administration** in the side menu.  
  

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-1v91mjhp.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)
2. Select **Configuration**.  
  
![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1785247594418.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)
3. Select the **Time Reporting** tab.  
  
![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Payroll%20Export%20Format%20Screen.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)
4. Find the **Payroll Export Format** menu.  
  

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-qv3pisnf.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)
5. Select the option your payroll system requires.
6. Select **Save** to apply your changes.![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-bia04a6e.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)

## 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.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-adper6bn.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)

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

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-cx7ktph3.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)

#### **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. 

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-ma8j7d90.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)**

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. 

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-pu7uuguw.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)**

| **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.

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-xnmfmc4c.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)**

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:

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-qycbtpbk.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)**

## 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.

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-dh54x8lo.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)**

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.

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-miek5htq.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)**

| **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.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-t8pcadi2.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)

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

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-svjt2bcq.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)**

| **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.

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-duog29rg.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)|**

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. |

### Paychex Flex with Job Number

Important: Aspire doesn't recommend using this option.

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-wgsm7jk5.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)**

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. 

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-qeb09uzh.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)**

| **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. |
| 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

**Important:** Aspire doesn't recommend using this option. 

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-v128zd3t.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)|**

This export format produces no headers.

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/choosing-a-payroll-export-option-image-m3wej169.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A19Z&se=2026-11-15T02%3A27%3A19Z&sr=c&sp=r&sig=Wr1gTP3Xz%2Btnnwt32M4T5d8xjM9ABkLlJrUoQhd1ZGo%3D)**

| **Field name** | **Description** | **Source location** |
| --- | --- | --- |
| Column A | Employee number | The Payroll section of the employee's Contact record. |
| Column B | Hardcoded to "200" | Always shows the value "200". |
| Column C | Date worked | The date worked specified on the Time Entry screen for the individual Work Ticket. |
| Column F | Hours | Reviewed on the Weekly Time Review screen in the Scheduling module. |
| Column G | Pay code | Pay codes are created in Lists, in the Application menu in Administration. |
| Column J | Opportunity number | The Opportunity number of the Work Ticket used for time entry. |
| Column O | 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 R | Work Ticket number | The Work Ticket number tied to the specific Work Ticket used from the Opportunity. |
| Column T | User | The user who exported the file. |