Step 1 - Generate Wages Preview
To start, navigate to the Financials page, and select 'Wages' from the sidebar.
In the wages tab, input your pay period into the date filters in the toolbar along with the staff payment currency before selecting 'Generate Preview'.
Step 2 - Approve Unprocessed Shift Hours
Once you generate a wages preview, the first thing you might see are shift assignments not yet set to 'Worked' or with unapproved times submitted by supervisors or staff.
To update a staff member's payable hours, managers can amend the start, end, breaks and travel columns by double clicking one of the cells and typing a new value before hitting enter.
ℹ️ Start and End times submitted here do not alter the scheduled hours for a shift but instead create a separate record of the actual start and end times worked on the shift. If you wish to edit the scheduled times, you will need to do so on the Project or Planner page.Hit the checkbox next to the staff whose hours you'd like to approve and select the 'Approve for Payroll' button on the toolbar.
If there are no hours left to approve, the view will automatically move to Step 3. If there are still hours left, you can move on by selecting the 'Skip Approval' button on the toolbar.
ℹ️ Any remaining shifts still not set as 'Worked' will not be included in the Payroll Export for that pay period.
ℹ️ Approving Hours: Selecting 'Approve for Payroll' on a shift will update each selected staff's shift status to 'Worked' and amend paid hours based on the current Payable Start & Payable End times. If the payable times are not changed, they simply will get paid for their scheduled hours.
See article on managing and approving timesheets for more details.
Step 3 - Review Staff
This view will be where you can review staff that have been set to 'Worked' prior to downloading your Payroll Export. There are two primary checks to be aware of: No Employee ID and Rate Review.
If there are any staff without Employee IDs, they will appear in this section. By default, staff without employee IDs will be excluded from Payroll Exports. From here, managers can double click the Employee ID cell next to each staff member and enter an Employee ID to their profile.
ℹ️ You will not be able to enter a duplicate employee ID for a staff member as they are designed to be unique.Check that all staff members are receiving the correct rate for each task they worked during the pay period.
Companies using Standard rate management can edit the rates from this Rates Review list by double clicking the rate value cell next to each staff member.
⚠️Warning: Updating a staff member's rate here will amend their pay rate for all future shifts using that task. If you wish to amend the rate only for individual shifts, you will need to do so via the Projects page.Companies using Advanced rate management will need to update the relevant rate cards via the Pay Rates section on the Financials page if any of the staff pay rates are inaccurate.
Step 4 - Download Payroll Export
Managers can download the 'Payroll Export' file from the 'Processed Shifts' view in the bottom part of the Wages tab.
Review all processed shifts that will be included in your Payroll Export* i.e. shifts currently set as 'Worked' with approved times.
Tip: Click the ➕ icon next to each shift assignment to see more details about it including the scheduled hours, the sign in/out times, supplemental pay and their total pay.Select 'Payroll Export' button in the toolbar.
If your export does not download immediately, a Payroll Export menu will show allowing you to select your preferred format > Select the format you need before selecting 'Create'.