Send timesheets to payroll
Approve the week, map your pay codes to pay items once, then send a pay period to payroll as timesheets.
Each pay period, approved hours go to payroll as a timesheet for each person. In Xero Payroll they arrive as drafts for someone to approve as usual. In Employment Hero they arrive approved, because they were approved here, so Import timesheets on the pay run takes them; someone still checks each line in the pay run. Nobody retypes hours.
Map your pay items, once
Go to Settings, Payroll, then Pay items.
- Choose a default pay item, usually ordinary hours. Hours with no pay code go here.
- For each of our pay codes, such as overtime at time and a half, pick the pay item in your payroll. The list comes from your payroll: ordinary hours, overtime and allowances.
- Press Save.
A code you leave on the default goes to the default pay item. If there is no default and some hours need one, the send is stopped until you choose one.
With pay rules on, the list also has every code your rules make, such as SAT15 or PH25, and your allowances. Each of these must have its own pay item: overtime is never sent as ordinary time by mistake. Where a pay item's name looks right, it is shown under Suggested. Press Use the suggested to fill them in, check each one, then Save.
To set a pay code on a shift, open it on Timesheets and choose Pay code.
Approve the week
Only approved hours go to payroll. On Timesheets, check the week, then press Approve the week. Pick one person first to approve only their week. Shifts still clocked on are not approved.
If you change a shift's hours or pay code after approving it, it needs approving again.
Payday from Home
Once a pay period has ended and is not sent yet, the owner sees a payday card on Home and Timesheets: the period, how many people and hours, and how many things there are to check. Press Check and fix to see them, or Send when they are done. Hide the card for that period with the eye button.
Without a payroll connected, the card shows once pay rules are saved, and offers the hours CSV for the period instead. It has a column for each pay code.
Check before you send
The preview lists what to look at before payday, each with the one thing that fixes it:
- Someone still clocked on, or a shift over 12 hours. Open the entry.
- Two entries for one person at the same time. Open the entry.
- A long shift with no break. Open the entry.
- Entries not approved yet. Approve.
- Someone not linked to payroll. Link.
- A pay code or allowance with no pay item. Map.
- An entry changed after it was sent. Open the entry.
- A public holiday worked. This is only a note.
Nothing is sent while someone is not linked or a pay code has no pay item. The other checks are for you to look at; entries not approved, or still clocked on, stay behind.
Approve all clean approves every finished entry that has nothing to check: no long shift, no overlap and no missing break.
Send a pay period
- On Timesheets, press Send to payroll.
- Pick the Period. The periods come from your payroll's pay schedule.
- Check the preview. It shows each person's hours by pay item and by pay code, their allowances, and anything that will not go.
- Press Send to payroll, then confirm.
The send is stopped if someone with approved hours is not linked to payroll, or if hours need a default pay item and there is none. The screen says what to fix.
What goes to each payroll
- Xero Payroll gets one line for each pay item for each day, with allowances as units on their day.
- Employment Hero gets shifts. With Employment Hero works out overtime on, which is the default, whole shifts go on ordinary time and Employment Hero applies your award. With it off, a shift that crosses from ordinary time into overtime goes as consecutive shifts, one for each part. Change it in Settings, Payroll.
Sending again
You can send a period again at any time. It updates what is already in payroll. It never doubles anyone's hours. In Employment Hero, someone whose hours for the period are already in a finalised pay run is not sent; change those in Employment Hero.
If a shift changes after it was sent, the person shows Changed since sent. Approve it again, then send the period again. A change to your pay rules, holidays or allowances that changes what would go shows the same way.
Ask the assistant
Ask "Is this week's payroll sent?" to check. Ask "Send last week to payroll" and the assistant shows the same preview on a card. Nothing goes until you press Confirm.