Export a payroll log to Hot Budget

Overview

Wrapbook eliminates the tedious process of manually transferring payroll information into your budgeting software using smart exports to Hot Budget. The exports provide an easy way to actualize your budget using your preferred budgeting tool. You can also use them to view, review, and manipulate data to help understand how your project is progressing.

Wrapbook’s exports log all of your payroll information, giving you a complete record of everything you’ve paid out via Wrapbook. The export breaks out separate records for each worker as well as each line number, enabling you to accurately track your different wages and expense categories.

The Hot Budget export can be found in three places in Wrapbook:

1. Within each payroll

2. From Accounts Payable

3. From Reports > Payroll Log

How to export a payroll log to Hot Budget

1. In the left-side navigation, click the dropdown menu and select the project that contains the payroll log you want to export

2. In the left-side navigation, click to expand the PAYROLL menu, then click Payroll batches

3. On the Payroll batches dashboard, click the Complete tab to see batches that have finished processing

4. Find the batch you want, then click the batch name or the View button next to it

5. At the top of the Batch page, click the Payroll Log button, then select one of the Hot Budget export options

Negative numbers

You may come across negative numbers in the export. This is because Hot Budget only provides specific inputs such as number of days and specific OT rates and day rates. When this data is entered into HotBudget, all numbers will add up correctly for the total gross pay for a worker.

Empty columns

You will come across empty columns. This is expected as the configuration follows the Hot Budget import format.

Next steps

1. After you export the payroll log, open your CSV file in Excel. From there, open up your Hot Budget file, and go to the Payroll Log tab. Note: Be sure to enable macros when opening your Hot Budget file.

2. Click Import at the top right

3. Uncheck Hot Budgets Only and check Timecard Batch CSV. Click or highlight the payroll log you’d like to import.

   • If you don’t see the payroll log that you’d like to import, make sure it’s open in Excel while importing it

4. You’ll notice the Fringes section in the same window. This accounts for everything other than the gross pay of your employees - from workers’ comp, to Wrapbook’s platform fee, to employer taxes, etc., select the appropriate percentage of fringes before importing.

   • Be sure to include a number value for fringes – even zero (0) works, and be sure to remove the percent sign (%)

   • The export follows the Hot Budget import format so that it can be successfully imported, and their format does not include the fringes. You’ll be asked to enter a fringe percentage for your entire payroll log when you import it into Hot Budget. Then, you’ll have the option to update these fringe percentages in Hot Budget for each record after it's been successfully imported.

5. Finally, select Import. Once that’s complete, the accounting codes are pulled from the raw CSV into a properly formatted and mapped excel sheet with actuals and accurate information from your payroll log.

Fields included in the export file

• LINE NUMBER: the number you assign to the expenses from Wrapbook

• PAYEE: the person receiving the payment

• OVERTIME BASE: the number by which you need to divide your daily rate in order to get an accurate hourly rate that takes OT into account.

• DAYS: the number of days the person worked

• RATE: the person’s daily rate for their guaranteed hours

• 1.5x OVERTIME: the number of hours this person worked beyond their guaranteed hours at 1.5X their hourly rate

• 2x OVERTIME: the number of hours this person worked beyond their guaranteed hours at 2X their hourly rate

• 3x OVERTIME: the number of hours this person worked beyond their guaranteed hours at 3X their hourly rate

• MISC. TAXABLE: includes additional expenses outside of wages that are taxable (e.g. COVID testing stipend, additional wages, agent fees, timecard modifications, etc.)

• MISC. NON-TAXABLE: includes additional expenses that are non-taxable (for example kit rental, mileage or other expenses.)