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Contractor Payments

Updated

Overview

Contractor Payments in BQE CORE allows you to onboard, manage, and pay 1099 contractors directly from within CORE Payroll (powered by Gusto). Admins can onboard contractors manually or invite them to complete self-onboarding, match existing CORE contractors to their Gusto records, and process contractor payments without leaving CORE.

Note: Only vendors with Track payments for 1099 enabled are eligible for Gusto contractor onboarding and appear in the Contractor Payments list.

Field Descriptions

How To

Onboard a Contractor

Match Contractor Records

Process a Contractor Payment

Field Descriptions

Field Name Field Description
Payroll > Contractor Payments > Contractors
Name The name of the contractor as recorded in CORE.
Company The company name associated with the contractor record.
Type The vendor type assigned to the contractor in CORE. All vendor types with Track payments for 1099 enabled are eligible for contractor payments.
Payroll Method The payment method selected for the contractor, such as Direct Deposit or Check.
Payroll Status The current onboarding or payroll status of the contractor. Indicates whether the contractor has been onboarded to Gusto, has a pending self-onboarding invitation, or has not yet been onboarded.
Payroll > Contractor Payments > New Contractor Payment
Vendor Hours Sum of actual hours associated with vendor bills, plus approved hours entered without a vendor bill.
Time Entries Cost Cost of time entries associated with vendor bills, plus any approved time entries entered without a vendor bill.
Reimbursement Amount Cost of expense entries tied to vendor bills, plus any approved reimbursable expenses entered without a vendor bill.
Bonus Amount Total amount of account line items associated with unpaid vendor bills, submitted to Gusto as a bonus payment.
Total Hours To Sync Pre-filled from the total cost of time entries associated with vendor bills, plus any approved time entries entered without a vendor bill.
Total Wages To Sync Pre-filled from the total cost of service line items under unpaid vendor bills, plus any approved time entries entered without a vendor bill. Partially paid vendor bills are excluded.
Total Reimbursement To Sync Pre-filled from the cost of expense entries tied to unpaid vendor bills, plus any approved reimbursable expenses entered without a vendor bill. Partially paid vendor bills are excluded.
Bank Account The bank account used to fund the contractor payment checks created in CORE. Pre-filled based on the bank account configured in Settings > Write Check, the vendor bill, or the Payroll Center bank account setting. You can select a different bank account before submitting. This is a required field.

Note: By default, all Contractor Management security permissions are enabled for the Full Access, HR Administrator, and Manager Access + HR Administrator profiles. All other profiles default to no access. Existing custom security profiles are not changed on upgrade.

Onboard a Contractor

Contractors must be onboarded to Gusto before they can be paid through CORE Payroll. You can onboard a contractor as an admin or invite the contractor to complete self-onboarding.

To onboard a contractor, follow these steps:

  1. Open the Payroll screen from the side menu, then select Contractor Payments.

  2. On the Contractors tab, locate the contractor you want to onboard.
  3. Select the row action menu (…) and click Start Onboarding.
  4. Follow the onboarding steps to enter or confirm the contractor's information. CORE pre-fills basic details from the vendor record, including name, company, type, and address.
  5. Click Save when done.

Note: The Convert to Employee option is disabled for onboarded contractors. Similarly, the Convert to Contractor option is disabled for onboarded employees.

Match Contractor Records

If your company already uses Gusto and has existing contractor records there, you can match those Gusto contractors to the corresponding vendor records in CORE. This ensures accurate payroll data synchronization.

To match contractor records, follow these steps:

  1. Open the Payroll screen from the side menu, then select Contractor Payments.

  2. On the Contractors tab, click  > Match Contractors.
  3. On the Contractor Matching screen, Gusto contractors are displayed on the left and CORE vendors on the right.

  4. Match each Gusto contractor to the corresponding CORE vendor. CORE suggests matches automatically based on name similarity. You can accept the suggestion or select a different vendor manually.
  5. You can save your progress and return later to complete the matching.
  6. Once all matches are confirmed, click Save Progress.

Note: Contractor matching is locked after the first contractor payment has been processed. Each Gusto contractor can be matched to only one CORE vendor.

Process a Contractor Payment

You can process payments for onboarded contractors directly from CORE. CORE pulls data from approved vendor bills, time entries, and expense entries to pre-fill payment amounts.

To process a contractor payment, follow these steps:

  1. Open the Payroll screen from the side menu, then select Contractor Payments.

  2. On the Payments tab, click Create Payment.
  3. Select the date range to apply. The date filter applies to unpaid vendor bills, time entries, and reimbursements. Partially paid vendor bills are excluded.
  4. Review the payment amounts for each contractor and click Process Payment. Check Field Descriptions above for details.

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  5. Select the Bank Account to use for the payment.
  6. Click Submit Payment to process the payment through Gusto.

Note: For fixed-type contractors, Hours and Hourly Rate display as N/A in the payment summary. The Bonus field is not shown for fixed-type contractors.

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