When integrating Planday with a payroll system like Xero, Sage50 or Quickbooks, you will need to input holidays a little bit differently. To send the holiday over to your payroll system, there will need to be data on the schedule. This will mean creating a shift, marked with a absence shift type, so it will be sent over to your payroll system. Here are some steps to follow to make sure absence is being sent over:
Creating your absence accounts
Go to Settings > Absence, Overtime, Vacation > Account types and create your absence accounts as normal. You can use both fixed and accrued accounts, for your salaried and hourly employees. These will still form the basics of your absence system, allowing you to book holidays and keep track of both absence and accrued accounts for your employees.
For more information on this step, check out this guide on creating absence accounts.
Create a Shift type
Go to Settings > Schedule > Shift types, and create a Shift type to use when creating absence shifts on the schedule. Give it a name and set the rate to 100%. The salary code is important, as this is what will connect this Shift type to your payroll system:
If using a Sage50 integration, the salary code for this Shift type must match the Sage payroll element you use for absence.
If using Xero, the salary code must be set to match the earning rate/leave type in Settings > Integrations > Xero.
For this example, let's say that the element and the leave type are both set to the salary code 2. Your Shift type should then look like this:
And the following functions should read as:
Once the Shift type is created, you are ready to apply it to shifts on the Schedule, which will be how we send the holiday hours and payment to your payroll system.
You will use Planday to keep track of your absence balances and your absence requests. All absences will come through Planday first, and then on to the payroll system.
The process for both requesting and approving absence will be the same as normal, for both fixed and accrued absence accounts. Absence will be requested by the employee and approved by the manager through Schedule > Absence requests.
For more information on the absence requests and approvals, have a look at this guide.
Sending Absence to your payroll system
As the absence request on its own has no links to Payroll, you will need to make that connection through Shifts from your Schedule. That way, the correct payment will register automatically.
Go to the Schedule > Employee view and find the Absence. Remember that you can use Filters to see only the employees you need. The view should look like this:
For each day of the Absence period (marked in the Schedule), you will need to create a Shift that uses the Shift type you created before.
The Shift will need to have a Start and End time that correspond to the number of hours deducted from the absence account balance for that day.
In the example with the 40 hours/week employee, each Shift would be 8 hours long.
When you've finished creating Shifts (of the Absence Shift type), your Schedule should look like this:
As you can see on the left-hand side, underneath the employee's name, they now have 40 hours of Absence time registered for this week, which will automatically be reported to Payroll.