Payroll Code Types

When a company implements Aspire, an Aspire Account Manager will guide you through the process of integrating with the payroll system. This section defines some of the terms that are helpful to understand during the setup process.

Payroll Code Types

There are several payroll-related codes that must be set up in Aspire. These payroll codes are central to the integration with the payroll system (i.e. QuickBooks) or the payroll service (i.e. Cornerstone or Paychex). These codes are established when you initially set up Aspire.

• Pay Codes
• Branch Codes
• Division Codes
• Locality / County Codes

Pay Codes

Pay codes and the information associated with them determine how payments are calculated for specific employee hours or completed work during the regular payroll process. An employee’s standard pay rate is specified by selecting a Pay Schedule on the Payroll tab of the Contact screen. The pay codes specified in Aspire must match the payroll system or service. Pay codes used in Aspire are defined on the Admin List Pay Code screen. Pay codes are fully customizable, but common examples include:

• Standard Hourly
• Hourly Overtime
• Vacation
• Snow Premium
• Flat Rate

An employee’s default pay code is determined by their assigned pay schedule. Pay schedules are established on the Admin List Pay Schedules screen. Pay codes are defined on the Admin List Pay Code screen.

As employees’ time enters Aspire, each time entry is associated with the appropriate pay code. Default pay codes assigned to services in Aspire determine the initial pay code assigned to a specific time entry. The payroll administrator may override the default pay codes for a time entry when the time is accepted on the Time Entry screen.

As employees’ time or work entries are recorded in Aspire, each entry is associated with the appropriate pay code:

• Hourly-Based Pay Codes: Default pay codes assigned to services in Aspire determine the initial pay code for a time entry. The payroll administrator may override the default pay code when accepting time on the Time Entry screen.
• Flat Rate Pay Codes: Employees are paid a fixed amount per completed unit of work rather than based on hours worked. When a flat rate pay code is used, Aspire calculates pay based on the defined rate rather than an employee’s standard hourly or salary rate.

When defining a pay code, users can specify how it modifies an employee’s pay:

• A dollar amount (e.g., $5 added to base pay)
• A percentage increase to base pay
• A flat rate per task (for flat rate pay structures)

In some situations, the pay differential for a pay code (e.g., Snow Premium) is negotiated individually with each employee rather than calculated by a formula. Aspire allows users to set override pay codes for each employee, determining their specific pay rate when a given pay code applies. These overrides can be specified on the Override Paycodes screen, available through the HR Admin tab of the Contact screen. The application of override pay codes is shown in the following diagram.

When time entry information is transferred to an integrated payroll system (e.g., Paychex or QuickBooks), pay codes are included.

Common Pay Codes in Aspire:

• Hourly
• Holiday
• Vacation
• Salary
• Regular
• Overtime
• Flat Rate

Branch Codes

If the organization has multiple branches, the user may decide to separate out payroll information by branch. Branch codes allow the user to map branches defined in Aspire with the appropriate mechanism in the payroll system. For example, in QuickBooks, branches for multi-branch organizations are defined as classes. In Great Plains, they are established as “locations.” When setting up a branch in Aspire on the Branch screen, the Branch Code field is determined based on the value defined in the payroll system.

Division Codes

Aspire allows you to map its divisions to divisions defined in the payroll system or service. For example, in QuickBooks, divisions are typically defined as classes or sub-classes, and codes are assigned as follows: