Check hours and send them to payroll
Each person's hours for a pay period, corrected where they are wrong, then sent to Xero as a timesheet.
On this page
Start the pay period
Click Tools, then Pay review. If you run more than one site, pick it at the top first: the chooser lists your venues and any associated companies, and everything below follows what you picked.
Click New pay period, set First day and Last day, then click Read the roster.
Everybody with a confirmed shift between those two days gets a row: how many Days they worked, what the Roster came to, and the Hours you are paying.
The message says how many people came in and how many shifts are still to confirm.
Check the hours
No break recorded under a name counts the days where nobody entered a break when the shift was confirmed, so nothing has been taken off those days. Decide what that person should be paid and type it in.
Type a name into Find a staff member to narrow the list, and use Sort by to order it by name, hours or days. Somebody's site is shown under their name when the company runs more than one.
Click shifts are still to confirm to go to Timeline, confirm them, then come back and click Refresh from roster.
The roster has moved on means shifts were confirmed or changed since you started. Refresh from roster brings them in, keeps any hours you typed yourself, and says how many of each it did.
Correct what is wrong
Type over the figure in Hours to change what somebody is paid for the period. Roster beside it keeps showing what was confirmed, so the two can be compared.
Click Add somebody the roster missed to put a person on with hours of your own.
Click the bin to take a person off this pay period.
Say who everybody is in Xero
Click Check Xero. The Payroll column then shows each person's Xero employee, or a chooser.
A roster holds the name you call somebody. Xero holds their legal name. Most people will not match on their own.
Pick the right employee under Choose in Xero. That choice sticks, so you do it once per person.
Matched to under a name means somebody picked it. Click Change to pick again, or pick the blank row to undo it.
A line above the table counts the people nobody has matched. Their hours wait until you pick.
Sign it off and send it
Check the totals, then click Mark as reviewed. The hours are frozen. Click Reopen to change them again.
Click Send to payroll. Each person's hours go to Xero as a draft timesheet for the period.
Open Xero and approve those timesheets. Xero only includes an approved timesheet in a pay run, and Xero works out tax and super from its own employee records.
The Payroll column says where each person's hours are: Not sent, Sent to Xero with the date, Changed since Xero got ... when you edited the hours afterwards, or the reason Xero refused them.
Click Check Xero at any time to read back what Xero holds for these dates. In Xero then shows each person's hours there and the state of them, such as draft or approved, in amber when the figure differs from what you are paying. Hours Xero holds for somebody this list cannot name are shown above the table.