Payroll ID Mapping

Payroll ID Mapping

While AlohaABA does not integrate with a payroll processor, we can use Payroll ID mapping to generate a report that can be quickly uploaded to your payroll company and save time on manually entering staff pay information each payroll period.  However, due to the time and highly detailed process of payroll ID mapping, it is recommended that this only be applied to organizations with greater than 30 staff members.

It is recommended to schedule time with your Customer Success Manager to complete this process.

Please use the following steps as a guide in setting up Payroll ID Mapping

Payroll Settings

1.  Go to Settings > Payroll > General and 
2.  Select the payroll processor that your organization uses.  If you are using a different payroll processor, please speak directly with your Customer Success Manager.  



3.  Fill in the required information. 


Identification #:  Your organization's identification number with your payroll processor
Include Rate:  It is recommended to toggle "no" in this section.
Mileage code:  This is the payroll processor's code for mileage.  Only fill this in if you reimburse for mileage.
Do you import mileage pay amount or mileage miles?  This is asking which column you want the mileage to go into in the payroll report

Map Your Earning Codes 

1.  Go to Settings > Payroll > Earning code
2.  Next to the Aloha code, enter the code of your processor's matching code (e.g., the code in Aloha might be labeled as "Hourly" while the payroll processor labels it "HOUR")


3.  If there is an OT code from the payroll processor, enter it in the OT column.
4.  Double time codes should be mapped only for states that include double time in their overtime laws (e.g., California)

If you are using Gusto as your payroll processor, you must have multiple staff job titles if you are using multiple earning codes.

Overtime Rules

1.  Go to Settings > Payroll > Overtime Rules
2.  Double check OT rules against the rules entered in your payroll processor

Map Staff IDs

1.  Go to Payroll > Payroll ID Mapping

2.  Add payroll ID from the processor that corresponds with each staff member.

3.  If you do not want to include a staff member in the export file (e.g., owner) uncheck the box next to their name.

Be very careful when adding this in.  The same ID cannot be used twice and if the wrong ID is used, it will pay the wrong person.  

Test it Out

1.  Run the payroll.  See the Help Center article on Payroll for support in this area.
2.  Go to  and find the report that matches your payroll processor.


3.  Export using the in the upper right corner.
4.  Follow the instructions from your payroll processor to upload into their system.
It is recommended to test this at least once before rolling it out by cross checking at least 10% of your staff's pay in the report against Aloha's Payroll Summary.  Pay special attention to drive time, mileage, OT, double time and PTO.  Another way to test is to pull the previous pay period data and make sure it matches the Aloha Payroll Summary.

When running a payroll report using ID mapping for the first time, give yourself a few days to ensure their are no glitches.   If payroll is due on Thursday, don't run it for the first time on Wednesday night!  



    • Related Articles

    • Payroll

      In this article, we will go through the different components of the Payroll Section in Aloha. Process Payroll AlohaABA's wizard will help walk you step by step through the payroll processing checks. First, go the Payroll Icon in the Menu and Select ...

    • FAQ: Payroll and Timesheet Submission

      These frequently asked questions will help provide guidance as you troubleshoot through the payroll section of Aloha. My payroll period does not match the period in my payroll processor. How do I change it? In Settings > Payroll > General, you can ...

    • Settings Overview

      Settings Appointment Status Knowing how many times a client or a staff cancels will give you insight to help you analyze data from a billing and payroll perspective. In this section you can customize your own appointment status types, including ...

    • Correction after Billing the Wrong Payer

      Eligibility can be confusing. It is recommended to complete eligibility checks through your payer or clearinghouse often. Sometimes medical and behavioral benefits are different so it is important to ensure that you are billing the correct payer and ...

    • Managing NPI Numbers / Medicaid IDs / Tricare/Taxonomy Codes

      Adding Provider Identifiers (NPI/Tricare/Medicaid/Referring Provider) and Taxonomy Codes Adding Provider Identifiers A NPI (National Provider Identifier) & Tricare number is a unique ID for covered health care providers. These numbers are used on the ...