Payroll
  • 30 Jul 2021
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Payroll

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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 the user 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 the user has View Read Only Payroll Data permission, but not HR Admin permission, then the information on the screen is read-only.

The following table describes the screen elements:

Screen ElementDescription
Pay ScheduleThis field allows the user 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 they set up separate pay schedules for subcontractors vs. employees. No given pay schedule should be used for both subcontractors and employees. If the user has 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 NumberAllows the user to specify a number for they use to identify employees. This value links to the number assigned in the company payroll system.
Employee PINThe employee PIN will allow crew members in the field to log into the Crew Mobile App for 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 IDOnly used if the company is using 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 the user synchronizes payroll information with QuickBooks Desktop payroll. This field is only enabled for users assigned to a role that has 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 the user has 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


March 2021 Enhancement

The Pay Rates section provides a list of pay-rate changes for the employee and allows the user to establish new pay-rate changes or edit existing pay rate line-items. Within this table, they 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, the user should not edit the pay rate line. If the pay rate changes, the user should add a new pay rate record to take effect at the appropriate time.
Effective DateThe effective date of the pay rate change. This allows the user to specify a pay rate change in the future which will not take effect until the designated time.
Base RateHourly 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 cost paid by the company such as company-paid insurance, retirement, vacation time, bonuses, etc. This is a percentage that the user calculates based on employee costs for the company to provide here. Aspire uses it to calculate the overall cost of work performed.
Hourly CostHourly 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 ReferenceThis field is only applicable to companies who integrate Aspire with external systems. It provides a method for mapping the Aspire contact record to records within the external system.