đ Access level in Planday: Administrator
đ Subscription plan: All
â Required steps: How to set and update your employeesâ hourly wages & How to set and update an employeeâs fixed salary
âšď¸ Important read: How to export a payroll report
Note: If you use the following payroll integrations, please refer to their specific guides:
Xero payroll (UK): Xero payroll integration
QuickBooks online: QuickBooks online integration - Setup guide with Planday
Sage 50 payroll: Set up Sage 50 payroll (formatted export)
Payroll exports formats
PDF format
How to exclude certain hours from the total working hours in the payroll export?
How to exclude certain hours from the total working hours in the payroll export?
To exclude specific hours from the total working hours in the payroll export:
Create a shift type by going to Planday web > Settings > Schedule > Shift types.
In the shift typeâs settings, untick the option âCount hours in payroll reportâ.
This will ensure the hours appear in the payroll report but are not included in the total working hours.
If you donât want the hours that pay 0 to show in the payroll export, you can follow these steps:
Go to Planday web > Settings > Payroll > General.
Under the âZero-shiftsâ section, untick âZero-shifts in PDFâ and âZero-shifts in fileâ (CSV and Excel).
Wage displaying zero in the PDF
Wage displaying zero in the PDF
To resolve this issue, follow these steps:
Verify the employeeâs wage: Ensure the wage is not set to 0.
Go to Planday web > People > Employees.
Click on the employeeâs name.
Check the wage field.
Check the Valid date of the wage: Ensure wage is valid and correctly dated:
Go to Planday web > People > Employees.
Edit the relevant employee.
Go to their Employment tab.
Under Employee groups, click the pen icon to edit.
Open the Wage history tab to review previously added rates. In the Details tab, make necessary updates.
Ensure any corrections overwrite past data if needed.
Learn more about changing the valid date of an hourly wage.
Why is the hourly wage different from the one set in the employeeâs profile?
Why is the hourly wage different from the one set in the employeeâs profile?
Change of wage mid pay period: It could be that the employeeâs wage was changed during the pay period. To check this,
Go to Planday web > People > Employees.
Edit the relevant employee(s).
Go to their Employment tab > Employee groups > Click the pen icon to edit.
Check the previously added rates by selecting the 'Wage history' tab.
Update the valid date if the new wage should start at a specific date.
Different employee groups with different hourly rates: It could be that the employee has shifts in two different employee groups that pay differently. To check this:
Go to People > Employees.
Edit the employee.
Go to Shifts.
Change the date range to match the payroll period youâre looking into.
Check the employee groups the shifts are assigned to.
Excel or CSV formats
Why is the hourly wage different from the one set in the employeeâs profile?
Why is the hourly wage different from the one set in the employeeâs profile?
There could be a couple of reasons for this.
Paid breaks: If there are paid breaks in the pay period and you have the Excel data field âââTotal worked hours (excl. breaks)â, Planday adjusts the hourly rate to ensure accurate payroll calculations.
For example, if an employeeâs hourly wage is ÂŁ10, and they worked 15 hours (excluding breaks) with a 30-minute paid break, the hourly rate might appear as ÂŁ10.33 because 15 * ÂŁ10.33 = ÂŁ155 (the total wage).
To view the employeeâs actual hourly wage (as set in their profile), select the excel data field âAvg. hourly wageâ. To do this, go to Settings > Payroll > Report format set-up > Create and add the âAvg. hourly wageâ field.
Change of wage mid pay period: It could be that the employeeâs wage was changed during the pay period. To check this,
Go to People > Employees.
Edit the relevant employee(s).
Go to their Employment tab > Employee groups > Click the pen icon to edit.
Check the previously added rates by selecting the 'Wage history' tab.
Different employee groups with different hourly rates: It could be that the employee has shifts in two different employee groups that pay differently. To resolve this, you can either:
Go to Settings > Payroll > General > Shift Grouping and tick the option Group by Wage.
Or assign a Salary code to each of your Employee groups by going to People > Employee groups. Learn more about this here. Make sure to assign a different salary code for each of your employee groups.
Wage is showing zero in the export file
Wage is showing zero in the export file
To resolve this issue, follow these steps:
Verify the employeeâs wage: Ensure the wage is not set to 0.
Go to People > Employees.
Click on the employeeâs name.
Check the wage field.
Check the Valid date of the wage: Ensure wage is valid and correctly dated:
Go to People > Employees.
Edit the relevant employee(s).
Go to their Employment tab.
Under Employee groups, click the pen icon to edit.
Open the Wage history tab to review previously added rates. In the Details tab, make necessary updates.
Ensure any corrections overwrite past data if needed.
Learn more about changing the valid date of an hourly wage.
My employees belong to two different employee groups and all of their hours show in one line. How can their hours show in a separate line for each employee group?
My employees belong to two different employee groups and all of their hours show in one line. How can their hours show in a separate line for each employee group?
If an employee works in different Employee groups and you want their hours displayed on separate lines, you have two options:
Option 1:
Go to Settings > Payroll > General > Shift Grouping and tick the option Group by Wage.
Option 2:
Assign a Salary code to each of your Employee groups by going to People > Employee groups. Learn more about this here.
To improve clarity in your report, you can add the "Salary code" field in the payroll prints by going to Settings > Payroll > Report format set-up > Create.
Optionally, add the data field Employee group name to better identify groups or job roles.
This will ensure the hours for each employee group are shown on separate lines in the payroll report.
An example of an Excel file with the hours per Employee group and the hours per Supplement will look like this:
How to display non-regular hours on separate lines in the export?
How to display non-regular hours on separate lines in the export?
To show hours like âSickâ or âTraining/Inductionâ (marked with a shift type) on separate lines from regular hours in the payroll export:
Go to Planday web > Settings > Schedule > Shift types
Edit the relevant shift types
Assign a salary code to them. Learn more here.
I donât want some hours to show at all in my payroll export as I wonât be sending them over to my payroll system. How can I do this?
I donât want some hours to show at all in my payroll export as I wonât be sending them over to my payroll system. How can I do this?
If you donât want some hours to show nor be included in the working hours in your Excel or CSV payroll report, follow these steps:
Assign a salary code to the shift type used for these hours in Planday.
Go to Settings > Payroll > Report format set-up > Ignore salary codes and enter the salary code of the shift type you want to exclude.
Sage 50 format
Further Resources:
Sage 50 Payroll Report: For details on setting up this report, refer to Set up Sage 50 payroll (formatted export).
Customising Payroll Exports: Learn how to tailor your payroll exports by visiting Customise your payroll report.
Opening CSV Files: Instructions on opening CSV files in Excel or Google Sheets can be found in How to open a CSV file.
Running payroll
Where can I change the default start date of my payroll report interval?
Where can I change the default start date of my payroll report interval?
You can change the default start date of your payroll report interval under Settings > Payroll > General. This date will automatically appear when you generate a payroll export under Payroll > Payroll report.
Note: This date will also be the start date of the payroll period employees see when viewing their hours in the Planday app, under âYour hoursâ.
Why canât I export a payroll report?
Why canât I export a payroll report?
Here are some things to check:
Bespoke payroll export: If youâre exporting a bespoke payroll report, ensure the payroll period isnât locked. You canât export a bespoke payroll export if your payroll period is locked. You can reach out to our support team so they can unlock it for you.
Employee wages: Check that all your employees have a wage rate (0 or higher) and a wage type assigned. When you pull out the payroll report for all shifts, Planday throws an error listing which employees are missing a wage type and/or a wage rate.
You can update those wages under People > Employee groups.
Browser settings:
Disable any browser software that might block essential Planday cookies.
Make sure Planday is allowed to use cookies.
Delete your browser's cache to prevent any outdated data from affecting your report generation.
If you have loading issues while exporting payroll, the reason may be disruptive data saved in your cookies and cache on your computer. See How to clear your browser data and history.
If the issue persists, you can reach out to our Support team.
How can I export a payroll report for a week, from Monday to Sunday?
How can I export a payroll report for a week, from Monday to Sunday?
If you want to export a payroll report for a week, from Monday to Sunday, you would need to adjust the start and end dates in the Date interval.
Why does an employee still appear in the payroll report of a department after they have been removed from it?
Why does an employee still appear in the payroll report of a department after they have been removed from it?
A salaried or an hourly employee may still appear in a department's payroll export after being removed if they have remaining assigned shifts in that department.
How can I include the correct employees based on their pay periods in the export?
How can I include the correct employees based on their pay periods in the export?
Some of your employees may be paid on a weekly or on a bi-weekly basis. If you want to include the correct employees based on their pay periods, you would need to do the following:
Assign a pay period to your employees in their profile under the employment tab.
When you export a payroll report, choose the pay periods you need.
Learn more about pay periods in How to set a pay period.
Some of our staff are salaried and some are paid hourly. How would I set up the dates if our salaried staffâs payroll hours run on different pay cycles?
Some of our staff are salaried and some are paid hourly. How would I set up the dates if our salaried staffâs payroll hours run on different pay cycles?
If your salaried and hourly employees have different pay cycles (e.g., salaried from the 26th to the 25th of the month, and hourly from the 17th to the 16th), you will need to generate two separate reports.
Salaried employees in payroll reports
Salary is showing zero in the payroll report
Salary is showing zero in the payroll report
If the salary of an employee is showing zero 0 in the export, there are a few things you can check:
Check the valid date of the employeeâs salary. To do this, follow these steps:
Go to People > Employees.
Edit the relevant employee(s).
Go to their Employment tab > Salary > Edit salary.
Change the Valid date if needed.
Check that your payroll settings include salaries. To do this, follow these steps:
Go to Settings > Payroll > General.
Under âStandard settings for payroll reportsâ, check that âShow salariesâ is ticked.
Why is the salary of one employee included in the payroll export of multiple departments?
Why is the salary of one employee included in the payroll export of multiple departments?
If a salaried employee works across several departments, their salary will show in the payroll export of each of these departments.
Holiday in payroll reports
Holiday is showing twice in the Excel payroll export, but it should only show once.
Holiday is showing twice in the Excel payroll export, but it should only show once.
If holidays are showing twice, itâs likely because of overlapping holiday shift types and holiday requests. To fix this:
Apply a salary code to the holiday shift type, under Settings > Schedule > Shift types.
Go to Settings > Payroll > Report format set-up > Ignore salary codes and enter the holiday shift type's salary code.
Note: This applies only to CSV and Excel formats, not PDF.
How can I identify employees who have left within a pay period to process their outstanding holiday pay?
How can I identify employees who have left within a pay period to process their outstanding holiday pay?
To find out the leavers during the pay period, you can export an employee changes report.
To do so,
Go to People > Employees > Tools.
Click on Export data and under âEmployee changesâ, click on Create report.
Select Include deactivated employees and adjust the period to match the pay period.
Iâve deactivated an employee and I must pay their remaining holiday balance. How do I do that?
Iâve deactivated an employee and I must pay their remaining holiday balance. How do I do that?
You can export a leave account report. To do this, follow these steps:
Go to Schedule > Leave accounts (or Absence accounts).
Set the period from the start of the accrual period to the employeeâs deactivation date.
Click âFiltersâ and select the holiday account.
Click âExportâ.
The final column âLeave pay - at the end day of the periodâ filter in the export shows the amount to pay.
To get an accurate figure, deny future holiday requests. To do so, follow these steps:
Go to Schedule > Leave requests (or Absence requests).
Adjust the period filter and select statuses âApprovedâ and âPendingâ.
Find the leave requests, edit them and click âDenyâ.
Note: Planday doesnât add the final holiday pay to the payroll export so youâll need to add this number to your excel or csv payroll export if you need this.
Create a Text field under Settings > Payroll > Prints > Create.
Call it âFinal leave payâ for example.
Once youâve exported the report, add the final holiday pay you got from your holiday report to your payroll report.
Deactivated employees in payroll reports
How can I include deactivated employees in the payroll report?
How can I include deactivated employees in the payroll report?
To include deactivated employees in the payroll export:
Go to Planday web > Payroll > Payroll report.
Under Schedule data, click Specific employees.
Then press Select employees, then switch to the Deactivated employees tab.
All my deactivated employees donât show in the filters. Why?
All my deactivated employees donât show in the filters. Why?
If all deactivated employees donât appear in the filters, it could be due to a specific setting in Planday. You can reach out to our Support team who can help you with this issue.
Visibility of payroll data
How can my HR manager who only has access to one department only see payroll data for one department?
How can my HR manager who only has access to one department only see payroll data for one department?
To allow HR managers with restricted departmental access to export payroll data only for the departments they manage, please contact our Support team for assistance.
Why isnât it possible for my HR manager to select deactivated employees when they export a payroll report?
Why isnât it possible for my HR manager to select deactivated employees when they export a payroll report?
If your HR manager is unable to select deactivated employees when generating a payroll report, it could be due to their limited access to specific departments. Deactivated employees are no longer associated with a department.
Read next:
âšď¸ Need more help?
đ Search the Help Center | See videos at Tutorials.Planday.com | Watch a webinar
đŹ For personalised support
Login and contact our support team via the blue icon at the bottom if you have more questions or book a one-to-one professional training session with an expert.