Table of Contents
Purpose
This article gives an explanation for each of the Payroll Export Format types available in Administration's Time Reporting subsection.
🧠 This is important to know so you can export your payroll to your Payroll System with the needed information for your payroll provider.
Choosing a Payroll Export Format Option
Setup the Payroll Export Format you need, you will need to go to Administration.
Go to your Profile Icon and then Administration in the blue side menu.
Select Configuration.
Then, click on the Time Reporting tab
Locate the Payroll Export Format drop down menu.
Select the option from the dropdown that is needed for your Payroll System.
Click the green Save icon to apply your changes.
Most Frequently Used Formats
Aspire Payroll
This export format is utilized by companies using in-house payroll or INOVA for Payroll Services. If using INOVA, the Aspire Payroll option must be selected as the Payroll Export Format.
📌 Doing this allows Aspire to produce this Excel report in the Weekly Time Review screen.
Field Descriptions available in this report:
Below is a chart to explain the information exported from Weekly Time Review, and what they mean and where they come from.
Field Name | Description | Source Location |
Employee ID | Employee Number | This is pulled from Employee's Contact Record (set in the Payroll section) of their contact. |
Employee Name | Employee Name | Employee Name that is pulled from the Employee's Contact record. |
Start Date | Start Time | Pulled from the Time Entry screen for the individual Work Ticket. |
End Date | End Time | Pulled from the Time Entry screen for the individual Work Ticket. |
CC1 | Division Code | This is the Division Code associated with the Service on the Opportunity that was worked. |
E/D/T | Earnings/Deductions/Taxes | All entries from Aspire will show an E for Earnings. |
Pay Statement Type | Hardcoded Value of "Regular" | Will always show the value of "Regular" |
E/D/T Code | Pay Code | Pay Codes that were set in Lists during payroll configuration in Administration. |
E Base Rate | Pay Rate | Employee pay rate set in Payroll on the Contact Record. For overtime rates, this includes the Fixed Rate or Premium Percentage increase. |
E Hours | Hours | Reviewed in the Weekly Time Review screen in the Scheduling module of Aspire. |
WC Code | Defines the Workers Compensation Code and Workers Compensation State assigned to the employee | Workers Compensation Code and Workers Compensation State fields are located on the employees' contact record in the Payroll section for the employee. |
CC2 | Branch Code | Branch Codes are defined during payroll configuration in Administration. The Branch Codes displayed are from the Opportunity or Property the Work Ticket was for. |
CC3 | State | State Code that comes from the Property of the Work Ticket. |
CC4 | Locality | Locality defined on the Property of the Work Ticket. |
Flex
This export format is recommended for companies that use Paychex as their Payroll System.
You must have a converter, which Paychex will provide. Once this export is extracted it will be run through a converter and the converter will produce a file that Paychex can use to import into their system.
Field Name | Description | Source Location |
Column 1 | Employee Number | This is pulled from Employee's Contact Record (set in the Payroll section) of their contact. |
Column 2 | Division, State, Locality | Division Code associated with the Service tied to the Opportunity that was worked.
State Code that comes from the Property of the Work Ticket.
Locality defined on the Property of the Work Ticket. |
Column 3 | E (Earnings), PayCode, Pay Rate | E is used to represent Earnings.
Pay Codes that were set in Lists during payroll configuration in Administration.
Employee pay rate set in Payroll on the Contact Record. For overtime rates, this includes the Fixed Rate or Premium Percentage increase. |
Column 4 | Hours | Reviewed in the Weekly Time Review screen in the Scheduling module of Aspire. |
Column 5 | Branch Code | Branch Codes are defined during payroll configuration in Administration. The Branch Codes displayed are from the Opportunity or Property the Work Ticket was for. |
Column 6 | State, Locality | State Code that comes from the Property of the Work Ticket.
Locality defined on the Property of the Work Ticket. |
QuickBooks Desktop
This export format is recommended for companies that use QuickBooks Desktop as their Payroll System.
This export format does not download to a particular file format. When this option is selected, and the report is run, the data is transferred over to QuickBooks Desktop and will be available upon the next sync of the Web Connector.
Aspire shows a notification that says the following:
Specialized Formats
⚠️ Check out the Most Frequently Used Formats before reviewing this section.
Preview
This export type is recommended when using Coastal payroll as your Payroll System.
This export will download into Notepad where it can be converted to an Excel file. The Preview option must be selected in the Payroll Export Format dropdown menu to produce this report in the weekly time review screen.
Field Name | Description | Source Location |
Column 1 | Employee Number | This can be found in the Payroll section on the contact record of the employee. |
Column 2 | Division Code | Division Code associated with the Service tied to the Opportunity that was worked. |
Column 3 | Earnings + PayCode + Pay Rate | E is used to represent Earnings.
Pay Codes that were set in Lists during payroll configuration in Administration.
Employee pay rates are either the base rate which can be found in the Payroll section of the employee Contact Record. For Overtime it will include the Fixed Rate or Premium Percentage increase. |
Column 4 | Hours | Reviewed in the Weekly Time Review screen in the Scheduling module of Aspire. |
Column 5 | Location | Branch Code of Property and State, combined. |
Preview (Tab Delimited)
This export format is typically only utilized by companies that have Great Plains for Payroll.
Great Plains has requested to have the export broken out in the specific way shown below.
Field Name | Description | Source Location |
Column 1 | Employee Number | This can be found in the Payroll section on the contact record of the employee. |
Column 2 | Division Code | Division Code associated with the Service tied to the Opportunity that was worked. |
Column 3 | Earnings | E is used to designate Earnings. |
Column 4 | Pay Code | Pay Codes are created/defined in the Lists option in the Application menu in Administration. |
Column 5 | Pay Rate | Employee pay rate can be either the base rate which can be found in the Payroll section of the employee Contact Record. For Overtime, it will include the Fixed Rate or Premium Percentage increase. |
Column 6 | Hours | Reviewed in the Weekly Time Review screen in the Scheduling module of Aspire. |
Column 7 | Branch Code | Branch Codes are defined in Application Configuration. |
Column 8 | Location | State Code that comes from the Property of the Work Ticket. |
Default CSV
This export format produces a blank report, unless a request is made by your company. The Default CSV type has the same as the Aspire Payroll export format with the addition of the Service Type.
If this format is needed, you will need to submit a ticket through the Resource Center to AspireCare Support for our team to pull this report for you.
Field Name | Description | Source Location |
Employee ID | Employee Number | Employee number specified on the Contact Record in the Payroll section. |
Employee Name | Employee Name | Employee Name defined on the Contact Record. |
Start Date | Start Time | Start Time specified in the Time Entry screen for the individual Work Ticket. |
End Date | End Time | End Time specified in the Time Entry screen for the individual Work Ticket. |
CC1 | Division Code | Division Code associated with the Service tied to the Opportunity that was worked. |
E/D/T | Earnings/Deductions/Taxes | All entries from Aspire will show an E for Earnings |
Pay Statement Type | Hardcoded Value of "Regular" | Will always show the value of "Regular" |
E/D/T Code | Pay Code | Pulls from the Pay Codes, which are created in Lists in Application Administration. |
E Base Rate | Pay Rate | Employee pay rate can be either the base rate which can be found in the Payroll section of the employee Contact Record. For Overtime, it will include the Fixed Rate or Premium Percentage increase. |
E Hours | Hours | Hours reviewed in the Weekly Time Review screen in the Scheduling module, |
WC Code | Defines the Workers Compensation Code and Workers Compensation State assigned to the employee | Workers Compensation Code and Workers Compensation State fields are located on the contact record under Payroll for the employee. |
CC2 | Branch Code | Branch Codes are defined in Application Configuration.
The Branch Code displayed is pulled from the Opportunity or Property the Work Ticket was defined for. |
CC3 | State | State Code that comes from the Property of the Work Ticket. |
CC4 | Locality | Locality defined on the Property of the Work Ticket |
CC6 | Service Type | Service Type is tied to the Service selected for your Work Ticket |
Paychex Flex with Job Number
Aspire does not recommend using this option.
The Paychex Flex with Job Number option must be selected in the Payroll Export Format drop down menu in order to produce this report in the Weekly Time Review screen. This option produces a report in excel. No headers will be produced using this Payroll Export Format.
This report does not include enough information to accurately process payroll and Paychex typically will need to use a converter to get what they need from this export type.
Field Name | Description | Source Location |
Column A | Branch Code
| Branch Codes are defined in Administration then Application Configuration. Employees are assigned a branch which can be viewed in the Contact list and in the User list for the as a display setting. |
Column B | Export Date | The Date the Export was done from the Weekly Time Review screen. |
Column C | Employee Number | This can be found in Payroll on the contact record of the employee. |
Column E | Hours | Hours can be reviewed in the Weekly Time Review screen in the Scheduling module. |
Column F | Overtime (not shown in example above) | Hours approved including the OT (overtime) hours can be viewed on the Weekly Time Review screen in the Scheduling module of Aspire. |
Ultimate
Aspire does not recommend using this option as your Payroll Export format.
This Export Format will produce no headers.
Field Name | Description | Source Location |
Column A | Employee Number | This can be found in the Payroll section from Contact Record of the employee. |
Column B | Hardcoded to "200" | The value will always show "200". |
Column C | Date Worked | Date Worked specified in the Time Entry screen for the individual Work Ticket. |
Column F | Hours | Hours can be reviewed in the Weekly Time Review screen in the Scheduling module of Aspire. |
Column G | Pay Code | Pay Codes are created in Lists in the Application menu in Administration. |
Column J | Opportunity Number | Opportunity Number the Work Tickets used for Time Entry. |
Column O | Pay Rate | Employee pay rate can either be base rate which can be found in the Payroll on the employee Contact Record. For Overtime, it will include the Fixed Rate or Premium Percentage increase. |
Column R | Work Ticket Number | Work Ticket Number is tied to the specific Work Ticket used from the Opportunity. |
Column T | User | The User that exported the file. |