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âąď¸ Reading time: 5 min.
â Required steps: How to export a payroll report.
âšď¸ Important read: Payroll supplements - FAQs and troubleshooting.
Set default settings for your payroll exports
You can configure default settings for both PDF and Excel/CSV payroll exports under Settings > Payroll > General
These settings let you define:
The default pay run period
A salary code for normal working hours
Shift grouping options
Rules for counting hours in reports
Start date
The Start date set here determines:
The default start date when running a Payroll report.
The date employees see under Your hours in the Planday app.
Shift grouping
Note: These options apply only to Excel/CSV exports (not PDF).
If you would like the shifts to be grouped by department, wage or wage type you can change this here.
Group by department: the hours for each department will be displayed on their own separate lines in the file
Group by wage: this option allows you to display by employee the hours for each employee group (corresponding to an hourly wage) and supplement on separate lines.
Tip: This is particularly useful if you want an easy overview for the hours corresponding to a payroll supplement for one employee group only.
Show example
Show example
An example of Excel payroll export with the two options above enabled will look like this: âŹď¸
âŹď¸ In the example above, the employee worked 22.5 hours in one department and 20 hours in another. However, the hours in the other department are broken down: the hours for each employee group âWaiterâ and âAdminâ are on separate lines and the 2 hours for the supplement is on its own line.
Group by wage type: this option will display the hours on separate lines for wage per hour and wage per shift.
Counting of hours in payroll report
If both âzero-shiftsâ in âCounting of hours in the payroll reportâ and âZero-shifts in PDFâ in âZero-shiftsâ are ticked, then the hours that pay 0 are displayed in the breakdown and are counted as working hours in the total of hours in the payroll report (pdf).
âIf both options are unticked, then the hours that pay 0 don't show in the breakdown and they are not included in the total of working hours.
Note: Zero-shifts in file refer to the Excel/CSV formats.â
Salary Codes
If youâre using an integration payroll system, like Xero for example, then the salary code for the hours worked would need to be input here. This is a free text field so pretty much everything can be written here - letters and numbers.
You can also input here a salary code for your monthly salaried employees.
These salary codes will show both on the pdf and on the csv file.
Customise your Excel/CSV payroll data fields
You can customise your export file to include extra columns, for example, email address, tax ID, department name.
Go to Settings > Payroll > Report format set-up
What is Report format set-up?
Report format set-up feature, previously named Payroll Prints, lets you define what data appears in your payroll export and in what order. You can:
Add or remove fields
Reorder columns
Rename field headers
Apply decimal formatting to numeric data
For example, you may need an employee's email address on your payroll export so your accountant can send out e-payslips. Your payroll export can include this, customised through payroll Report format set-up.
Please note that the changes here apply only to Excel/CSV exports not PDF, Dynamic, or integration reports.
How to see your existing Payroll data fields
Each entry represents a column in your export file:
Name: The column header shown in the export.
Data from Planday: The data source (employee or schedule).
Decimal formatting: For numeric data value.
Sort order: Defines the order columns appear in the file (lower numbers appear first).
Tip:
Use increments of 10 for the sort order so itâs easy to add new fields later.
If you are an admin and cannot find the Report format set-up tab, contact our support team to have this enabled on your Planday workspace.
Additional tabs may appear if payroll integrations like Datev Lohn und Gehalt, Visma Løn, or MultiData/DataLøn are enabled.
How to create a new data field for payroll report
Go to Settings > Payroll > Report format set-up.
Click Create.
Select the Data from Planday field (e.g. Email or Total worked hours).
Enter a Name for the column (this appears in your export).
Set a Sort order number.
Click Save.
Your new column will appear in the list and be included in the next payroll export.
âIn this example, an Email address field needs to be added to the payroll export file.
Fields related to employees contain profile data (like Email or Tax ID), while others pull schedule data (like total worked hours or hourly wage).
Press Save and your new field should appear in the Prints list and on your Excel payroll report from the next export.
Here's how an Excel payroll report header looks when exported with additional fields set up, from payroll Prints:
FAQs about customising payroll report
How to display the hours for Supplements
How to display the hours for Supplements
If you want to display the hours corresponding to Shift types or Supplements on separate lines, you would need to follow these steps:
Option 1: tick the option Group by wage under Settings > Payroll > General > Shift grouping
Option 2:
assign a salary code to the relevant supplements
add the data field Salary code in the Payroll prints
âNote: You can also assign Salary codes to Shift types if for example you want to distinguish the hours as training, sick, or absence.
See here how to set up Salary codes in Planday.
How to display the hours by Employee group
How to display the hours by Employee group
Suppose, an employee works in different Employee groups. Youâd like the hours for each group to be displayed on separate lines. You have two options:
Option 1: tick the option Group by wage under Settings > Payroll > General > Shift grouping
Option 2:
Assign a Salary code to each of your Employee group by going to People > Employee groups. Learn more in How to set up Salary codes in Planday.
Add the data field Salary code in the Payroll prints
You can add the data field Employee group name in the Payroll Report format set-up to identify the groups or job roles better
An example of Excel file with the hours per Employee group and the hours per Supplement will look like this:
â
How to display the hours for holiday requests
How to display the hours for holiday requests
If you want the name of the holiday account to show in the Excel/CSV file, you need to follow these steps:
apply a salary code to the holiday account. To do this, go to Settings > Leave & Overtime > Account templates > edit the relevant holiday account and add a salary code under the Payroll section.
Then make sure that the data field Salary code is added to the Payroll Report format set-up under Settings > Payroll > Payroll Report format set-up > CSV/Excel data fields > Create > Salary code. (1.)
If you want the name of the holiday account to show, add the field Department name to the data fields in the Payroll Prints. (2.)
Ignore salary codes in Excel or CSV exports
Ignore salary codes in Excel or CSV exports
Sometimes, you need to apply a holiday shift type on top of the holiday booked if you're in at least one of the following situations:
You want the holiday hours to count towards the contracted hours
You're using the Xero integration and you're transferring the holiday date ranges to your Xero organisation. You can find more information about this in Map your Planday leave shift types to your Xero Leave types.
You would like to apply a holiday cost to your payroll costs in the schedule.
If you're using the shift type on top of the holiday request, the holiday will show twice in the payroll report, once for the shift type and another time for the holiday request. To avoid this, you should do the following:
Apply a salary code to the holiday shift type
Go to Settings > Payroll > Payroll Report format set-up > Ignore salary codes and insert the shift type's salary code that you'd like to ignore.
Note: This would only work for the .CSV and Excel formats of the payroll report.
Read next:
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