Each category / sub-category will need to be assigned a payroll code prior to exporting into TriNet Payroll.
If Payroll Codes are not setup, the error message "Data Import error: Invalid/Inactive earn code" will appear when exporting reports to payroll.
To setup the Payroll Codes in TriNet Expense, follow directions below:
(Note: These steps can only be performed by a Company Owner or Admin)
1. Login to TriNet Expense
2. Go to Settings > Company Settings > Categories
3. Under the "Payroll Code" column click in the field and select a payroll code
(Tip: If you want all the payroll codes to be REIMBURSE (Non-taxable), click the "Set Payroll Code to Default" button)
The following is a list of available payroll codes found within Expense categories and the corresponding earning code for payroll:
MEALSNT (Non-Taxable) > code 21
REIMPHONE (Non-Taxable) > code 22
REIMOFFICE (Non-Taxable) > code 23
REIMBBUS (Non-Taxable) > code 24
REIMTOOLS (Non-Taxable) >code 26
REIMBURSE (Non-Taxable) > code REM
REIMB TRVL (Non-Taxable) > code 25
ELECTALLOW (Taxable) >code EAL
MILEAGENT (Non-Taxable) > code MIL
TAXREIMB (Taxable) > code RET
TOLLTAG (Taxable) > code TTG
CAR ALLOW (Taxable) >code CAR
PER DIEM (Non-Taxable) > code PDM
Someone with Payroll admin access will also need to ensure that the Payroll Codes selected for your Expense categories are also enabled on your list of active earning codes in your payroll dashboard.
To enable Payroll Codes in payroll, follow directions below:
Logon to TriNet Platform > from the Admin/Manager view > navigate to Payroll > Enter Payroll
Next, navigate to the option "Set up Earning Code" from the right side of the Payroll dashboard
You will now search for the code(s) that you have set up as active for your Expense categories and ensure they are active.
Example: if you selected to use the default code of REM, you will type in "REM" in the search box under Available Earning Codes > hit the magnifying glass. Once found, double-click the code to move it from the left to the right, from the Available Earning Codes list to the Selected Earning Codes list. This makes the earnings code active.