Purpose

To make sure you are effectively tracking employee costs, use the Inova Labor Burden True-Up to add real labor burden costs to each work ticket.

Completing a Labor Burden True-Up lets you record the full cost per employee on each ticket. This provides a more accurate accounting of total employee costs!

A labor burden true-up calculates the real burden costs using data from Inova. It updates Labor Cost Actuals on work tickets from selected pay periods. This makes the labor costs in Aspire match the true burden amounts by using the latest Inova data.

Requirements

✅ You have completed Inova integration set up with your Inova representative.

✅ To view and use the Run Inova Labor Burden True-Up function when reviewing hours on Weekly Time Review, you would need Enable Inova Labor Burden True-Up added to your user role.

📌 Note: The Enable Inova Labor Burden True-Up role permission is not available for roles until the burden true-up is both turned on and set up with Inova!

✅ To view and manage Inova connection and export options, you must have System Admin permission added to your user role.

✅ To use Weekly Time Review, you must have either View All Time Permission or My Reports Permission added to your user role.

✅ If you need to view Inova Pay Records within an employee’s contact record, either HR Admin Permission or View Read Only Payroll Data should be added to your user role.

Understanding the Labor Burden True-Up Workflow

It's important to understand the labor burden true-up process in Aspire. This includes what parts of Aspire are involved and what data is affected. Learning the steps of the true-up and what it impacts helps you use it effectively.

Here's the process to better understand Labor Burden True-Up in Aspire:

1. Administration Settings	Inova integration is set up with your Inova representative.
2. Weekly Time Review	Employees are selected and Labor Burden True-Up is started.
3. Calculation Occurs with Inova integration	Aspire pulls pay data from Inova and calculates Actual Labor Burden per employee per pay period.
4. Work Tickets Module	Aspire updates Labor Cost Actuals on work tickets that your selected employees worked during the selected pay period.
5. Reporting Module	Updated costs are reflected in work ticket details, but also in the End of Month (EOM) report and in the Hours Pivot report.
6. Contact Module	Aspire adds a read-only section in the employee contact record’s detail screen. Inova Pay Records displayed include calculated Actual Labor Burden for each payroll period the true-up was completed for.

Understanding How the Inova Labor Burden True-Up in Aspire is Set Up

📌 Note: The initial configuration listed below here is completed by Inova, and only shows you where to locate the settings that are configured on your organization’s behalf.

Inova is activated in Aspire by:

Accessing the Configuration section of the Administration menu.
Selecting the Time Reporting sub tab.
Choosing Enable Inova Payroll Services under the Payroll section.

Entering your IPS Company ID and IPS Company Short Name.

Selecting Enable.
- Note: All other payroll export formats are disabled once Inova is activated.
- If your IPS Company ID and IPS Company Short Name are validated, a confirmation toast will pop up, indicating that the integration is enabled.
- The Connection failed. Please check Inova Integration Credentials or contact a System Admin.
  - This is an error message that means that the correct permission has not been assigned to your user role in Aspire or that the Inova credentials you used are incorrect.

Reviewing Inova Connection Settings

After your Inova has been integrated, you can review your Connection credentials, and review what’s been entered on the Settings tab. This screen tells Aspire how to export data to Inova.

The Settings tab allows changes to Premium, Time Off, and Labor Burden:
1. Premium:
  - Export Premium Separately
    - 1. This checkbox exports premium payments separately from base pay and uses an identifier for easier accounting.
  - The Premium Earning Code identifies premium earnings within your payroll.
    - 1. This code distinguishes premium payments from regular wages in the payroll system. This code matches your accounting setup for seamless integration and reporting.
  - Select Override Premium Earning Code if you need to use a different premium earning code than the default.
    - 1. This is useful for custom scenarios or specific accounting requirements that deviate from the standard setup

Note:
Inova sets the default code as "OTPrem." If you choose to override the Premium Earning Code, it must match an existing code in Inova for Aspire to verify it.

- - If you need, navigate to Administration -> Application -> Lists -> Pay Code Search List -> Pay Code -> Pay Code Details Screen to edit the Pay Code Export Options for the Override Premium Earning Code you selected.
  - Once generated, the payroll export will include premium values separate from regular/base values.
1. Time Off:
  - Make PTO Balances Visible allows for easy access to view the available PTO hours for an employee on their contact record.
  - Utilize the Internal PTO Service menu to assign PTO to a specific service for your employees.
2. Labor Burden:
  - Calculate Actual Labor Burden calculates the actual labor burden. Once chosen, the work ticket costs for selected employees on the Weekly Time Review screen who are also in the Inova system will be updated.

Next, you can review your Inova payroll export using the Export Options tab.

Export Options

Here, you can customize your Inova payroll export to control how information is displayed and eliminate the need for reformatting CSV files.

The export options allow you to customize your weekly time review Inova payroll export by selecting the optional cost center data source(s) you wish to include. You can combine up to three cost centers in one column on your CSV file.

By default, each Cost Center holds a specific data source and is displayed in a separate column in your exported CSV file.
To merge cost centers, select the Combine up to 3 cost centers into one column separated by delimiter option and specify the export column you want the combined cost centers to display on your CSV file. Once assigned, the selected cost center export column(s) will appear grayed out on the left side.
- The chosen delimiter determines which character will represent the separation between cost centers within one column.

After successfully entering your Inova credentials and settings into Aspire, Inova labor burden true up will appear in the Weekly Time Review tab for all Aspire users who can view and manage the Time Reporting screen.

Completing a Labor Burden True-Up

Once the integration steps with your Inova representative have been set up, you can run Inova Burden True-Ups in Weekly Time Review!

Navigate to the Scheduling module and select the Weekly Time Review tab.
You will see the Inova logo in the right corner with a drop down menu.

Below is a summary of the Inova drop down menu options:

Export
- Exports payroll data for employees that you have selected with the green checkboxes.
Export All Employees
- Exports payroll data for all employees.
Inova Settings
- Shortcut to the Inova integration settings.
Run Labor Burden True-Up
- Begins the Inova Burden True-Up process.

📌Note: You can only perform a true-up for employee contact records that are both in Inova and Aspire.

First, make sure your desired week date, branches, and pay schedules are selected.

Start by selecting the employees that will have the True-Up applied.
Choose Run Inova Burden True Up from the Inova drop down.

Select the pay period dates you want to include in the burden true-up.
- You also have the option to choose the check box for Payroll Period to select all pay periods from the last 90 days displayed in the Run Inova Burden True-Up list.

🧠 You must uncheck the dates within a closed month if you do not want to include them in the true-up. Otherwise, the option to Submit the process will not be selectable.

Select Submit.
- The Inova Burden True-Up will run in the background, and email you when the process is complete!

Once completed, a time stamp will appear listing the date timestamp of the last run within the Run Inova Burden True-Up details screen and on the Contact detail screen for an employee who has been trued-up.

During a Inova Burden True-Up data is synced and information is updated for your employees.

Here’s what syncs during the process:

Aspire User ID of the contact who initiated the true-up.
Completed Date of the true-up.
Employee Unique ID from Inova.
Payroll Period.
Gross Pay for each employee per pay period which is provided by Inova.
Cost fields included in the calculation from Inova:
- Payroll Tax
- Workers Comp
- Benefits/Deductions

⚠️ If you try to initiate a true-up while the previous run is still in progress, you'll receive a notification indicating that another process can't be initiated. You must wait for the current true up to finish before starting a new one.

When the Labor Burden True-Up is done, you will get an email notification to inform you that you can run another report!

Things to Know about the Labor Burden True-Up Process

The pay periods listed in the run burden true-up window are the finalized pay periods pulled from Inova.
If an administrator changes the labor costs under Inova Settings, the change will be applied when a new burden true-up is run.
When you run a labor burden true-up that includes work tickets not completed in an open month, both Labor Cost Actuals and Earned Revenue will be updated.
When you run a labor burden true-up that includes work tickets within a closed month, Labor Cost Actuals are updated, but Earned Revenue will not be updated.

Reviewing Inova Pay Records in the Contacts Module

Inside of employee contact records, you can access details like available PTO hours and pay records from past labor burden true ups.

Navigate to an employee’s contact record to view their available PTO hours and Inova Pay Records.

Scroll down to the Inova Pay Records section on the Contact details screen to review True-Up Pay Records:

The columns available in the Inova Pay Records section are:

True Up Date	Date of True Up recorded in Aspire
Unique Contact ID	Pulled from Inova
Payroll Period	Payroll dates from Weekly Time Review in Aspire
Gross Pay	Total Pay before any deductions are made
Payroll Tax	Pulled from Inova
Workers Comp	Pulled from Inova
Deductions	Pulled from Inova
Actual Burden	Calculated by Aspire
Actual Hourly Cost	Calculated by Aspire

📌Note: Any cost values omitted from the actual labor burden will be displayed as Not Included on the contact's Inova Pay Records.

Reviewing Paid Time Off Hour Balances for an Employee

With the Inova integration you can also view available Paid Time Off (PTO) hours for a specific employee, in a read-only field in Payroll on an employee contact’s details screen.

To view the PTO Available (hours) box on contact records, check Make PTO Balances Visible on Contact Page box in your Inova Settings.

Frequently Asked Questions About Aspire’s Inova Labor Burden True Up

As an existing user of Inova and Aspire, will any of these changes impact me?
- As an existing Inova user, the changes will not impact you. However, you can request to integrate Inova with Aspire directly. In which case, reach out to your Inova representative for assistance.
As an existing Inova user opting to enable Inova services with Aspire, will I need to prepare for any changes to my payroll?
- Inova will configure the Inova integration to ensure the process is executed properly. Reach out to Inova for more information.
Can I access the Calculate Actual Labor Burden From Inova or Make PTO Balances Visible on Contact Page options without enabling Inova services in Aspire?
- You must enable Inova services to access these options. Reach out to Inova for assistance.

Using the Inova Labor Burden True-Up Integration