Payroll

Updated on 17 Oct 2023

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The Payroll section of the Contacts screen is only available when editing contacts whose contact type is either Employee or Sub and you logged in is assigned to a role that has HR Admin permission or View Read Only Payroll Data permission. It allows the HR team to specify information used for managing payroll. If you have the View Read Only Payroll Data permission, but not HR Admin permission, then the information on the screen is read-only.

The following table describes screen elements:

Screen Element	Description
Pay Schedule	This field allows you to choose from among the pay schedules they have defined in the Aspire system. If the company allows subcontractors to log their time using the Crew Mobile App, it is recommended that you set up separate pay schedules for subcontractors vs. employees. No given pay schedule should be used for both subcontractors and employees. If you have the System Admin permission, then the label for this field is displayed as a hyperlink, allowing them to go directly to the Pay Schedule screen to add or edit pay schedules and then return to select one.
Employee Number	Allows you to specify a number used to identify employees. This value links to the number assigned in the company payroll system.
Employee PIN	The employee PIN will allow crew members in the field to log into the Crew Mobile App for the purpose of clocking in and out for time management. The same PIN value is also available and may be edited on the Users screen. However, a user account is not required for crew members to access the Crew Mobile App.
Accounting Sync ID	Only used if the company uses QuickBooks Desktop payroll as the payroll system. The Accounting Sync ID is a unique ID that matches the employee with an employee record in the payroll system. It is used when you synchronize payroll information with QuickBooks Desktop payroll. This field is only enabled for you if you have a role with the Edit Accounting Sync ID permission.
Default Workers Comp Code	Available for companies who integrate their external payroll systems with Aspire. Workers Comp Codes can be specified here at the employee level if desired to be used when exporting employee time from Aspire to the external system. Workers comp codes may alternately be provided for divisions and services. When time export occurs, the workers' comp code exported is determined based on the following hierarchy: Use workers comp code assigned to the employee if provided. If not, use the worker comp code assigned to the service performed if provided. If not, use the worker comp code assigned to the division of the service. If you have the System Admin permission, then the label for this field is displayed as a hyperlink, allowing them to go directly to the Workers Compensation screen to add or edit workers comp code and then return to select one.
Default Workers Comp State	Available for companies who integrate their external payroll systems with Aspire. Workers Comp State/Province Code can be specified here at the employee level if desired to be used when exporting employee time from Aspire to the external system. Workers comp state/province codes may alternately be provided for properties. When time export occurs, the workers' comp state/province code exported is determined based on the following hierarchy: Use workers comp state/province assigned to the employee if provided. If not, use the state/province assigned to the property on which work was performed.
Pay Rates	The Pay Rates section provides a list of pay-rate changes for the employee and allows you to establish new pay-rate changes or edit existing pay-rate line items. Within this table, you can edit the Effective Date, Base Rate, or Burden % by clicking on an existing value. If they change any of these values, they must click Save at the top of the screen. Otherwise, the changes will be lost. Pay Rates and their pay code overrides can be copied by selecting the menu icon on the line and clicking Copy. Important Note: Once a pay rate has been used to pay the employee, you should not edit the pay rate line. If the pay rate changes, you should add a new pay rate record to take effect at the appropriate time.
PTO Available (hours)	View available Paid Time Off (PTO) hours for a specific employee, extracted from Inova, in a read-only field on the Payroll section. This field applies to employees with a contact record in Aspire corresponding to a contact record in Inova. Visibility for this field is only available if your company uses Inova, the Inova integration is enabled in Aspire, and the Make PTO Balances Visible on Contact Page option under Inova Settings is activated. If PTO hours are not accessible for the contact, one of these error messages will appear below the field. Valid ExternalContactReference is required to view PTO data - The contact's identification details in Aspire do not match any employee account in Inova, or if there isn’t a PTO balance in Inova for the contact. Inova Integration needs to be enabled to view PTO data - The Inova integration feature is currently deactivated. Insufficient permissions to view PTO data - The user role lacks the necessary account provisions to access this information. Data failed to load; try again later - The data could not be synchronized from Inova to Aspire.
Effective Date	The effective date of the pay rate change. This allows you to specify a pay rate change in the future, which will not take effect until the designated time.
Base Rate	Hourly pay for the employee provided they do not receive overtime and they are not performing work associated with an override pay code.
Burden %	Calculated percent of base rate that accounts for additional employee costs paid by the company such as company-paid insurance, retirement, vacation time, bonuses, etc. You calculate This percentage based on employee costs for the company to provide here. Aspire uses it to calculate the overall cost of work performed.
Hourly Cost	Hourly cost to the company for an employee. Calculated by multiplying the burden % by the base rate and then adding that number to the base rate.
External Contact Reference	This field is only applicable to companies that integrate Aspire with external systems. It provides a method for mapping the Aspire contact record to records within the external system.
PTO Available (hours)

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Pay Code Override Screen

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