Before synchronising your Planday payroll data with Xero, please consider reviewing the following points to ensure that the correct information is sent for your employees to be paid accurately.
Create a report preview
To create a report preview, navigate to the Xero payroll overview page by going to Payroll > Xero Payroll.
What is included in the report?
Please enter all the necessary parameters at the top of the screen, and press the Create report preview button.
You will see a list of all the employees that match the criteria, set by filtering for Departments, shift status, Employee types and Employee groups.
The list will show employees by their first name and last name.
Check that you are looking at the correct Pay period and that all your employees are included in the preview. Use the Filters to select all shifts if you haven't approved all shifts but wish to send them over to Xero anyways.
View a summary of an employee's worked hours
You can click on one of the employees to get a complete detail of their worked hours.
Here you can see an overview of how many hours this particular employee has worked and the breakdown of these hours.
Under Pay item, you will be able to see the name of the pay items these hours correspond to, for instance, Late shift, Regular hours, Annual leave (paid), etc. and how many units (hours) each were scheduled for.
Under Type, you’ll be able to see the types of hours these pay items correspond to, for example, Supplement, Absence, etc.
View a detailed breakdown of all units
Under Show shift details, you'll get an even more detailed overview of the above subcategories.
Here you can see the specific date, time of day, position or job role, and the number of hours worked on any given shift.
1. Handling of Leave types
Leave type is where the leave requests made by employees and approved by admins will be shown. The holiday can be recorded by using shift types in Planday. You can set up a shift type in your Planday organisation and call it Holiday - Xero or use an existing shift type.
2. Handling of overtime
In Planday, you can use a shift type to mark hours as overtime. This shift type will need to be mapped with the equivalent Xero pay item under Settings > Integrations > Overview > Xero Set up > Payroll. Read more how to map your earning rates in Planday with their equivalent pay items in Xero in Sync payroll data. For Xero overtime earnings, choose the following:
Rate per hour (regular earnings)
Multiple of employee's regular earnings (i.e. time and a half 1.5x)
3. Handling of breaks
Both Unpaid and Paid breaks are included in this detailed overview. However, Paid breaks are included as part of the Regular hours units, while unpaid breaks are excluded from the calculations. While both Unpaid and Paid breaks show as ‘0.5’, the Unpaid break will not be sent to Xero, but the Paid break will be included in the total units of Regular hours or overtime rates if Paid breaks are applied during this period.
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