Payroll Management FAQ
Common questions
Section titled “Common questions”Q: What payroll data can I export?
Section titled “Q: What payroll data can I export?”A: The export includes employee details, location, pay type, pay rate, contracted hours, regular hours, holiday hours, overtime hours, adjustments, and all additions/deductions (bonuses, commissions, tips, professional registrations, benefits/perks, charitable donations).
Q: How do I export payroll data?
Section titled “Q: How do I export payroll data?”A: Click the three dots icon (next to Share button) in the top-right corner, then select Export to Excel.
Q: Can I filter what gets exported?
Section titled “Q: Can I filter what gets exported?”A: Yes. Use the left sidebar to filter by location, pay type (Annual Salary, Hourly Rate, Daily Rate), and custom date ranges before exporting.
Q: How do I integrate with my payroll provider?
Section titled “Q: How do I integrate with my payroll provider?”A: Export the data as Excel, then import it into your payroll system. The export contains all necessary fields for processing payslips.
Q: Can I edit payroll data before exporting?
Section titled “Q: Can I edit payroll data before exporting?”A: Yes. Review and edit timesheets, approve hours, and adjust additions/deductions before running the export. Changes reflect immediately in the payroll view.
Hourly staff
Section titled “Hourly staff”Q: How are hours calculated for hourly employees?
Section titled “Q: How are hours calculated for hourly employees?”A: Current month = Hours Worked + Paid Holiday + Bank Holiday + TOIL. Adjustments reconcile last month’s contracted hours vs. actual hours worked.
Q: What are provisional hours?
Section titled “Q: What are provisional hours?”A: Provisional hours are future contracted hours from the rota (current date to month end) plus approved future leave. These are estimates for planning.
Q: How do adjustments work?
Section titled “Q: How do adjustments work?”A: Adjustments reconcile what was provisionally paid last month vs. what was actually worked. Formula: (Hours Worked + Paid Holiday + Bank Holiday + TOIL) - Contracted Hours Paid Last Month.
Q: How is overtime tracked?
Section titled “Q: How is overtime tracked?”A: Overtime hours are tracked separately in the “Others” section and shown in the export for payroll processing.
Salaried staff
Section titled “Salaried staff”Q: How are absences handled for salaried employees?
Section titled “Q: How are absences handled for salaried employees?”A: Unpaid leave is tracked in days. Current month deduction = Unpaid Leave days minus Contracted Days. Last month adjustments reconcile any unpaid leave taken after the previous payroll cut-off.
Q: What’s the difference between day deductions and hours variance?
Section titled “Q: What’s the difference between day deductions and hours variance?”A: Day deductions drive actual payroll calculations. Hours variance is informational only—it shows coverage but doesn’t affect payroll deductions for unpaid/sick leave or SSP decisions.
Q: Can I make one-off adjustments?
Section titled “Q: Can I make one-off adjustments?”A: Yes. Use the Additions section for bonuses, commissions, or tips. Use Deductions for professional registrations, benefits/perks, or charitable donations.
Q: What happens if contracted hours change mid-month?
Section titled “Q: What happens if contracted hours change mid-month?”A: Update the employee record. Next month’s calculations will use the new contracted hours. Review adjustments to ensure previous month is reconciled correctly.
Troubleshooting
Section titled “Troubleshooting”Q: Why don’t my hours match between timesheet and payroll?
Section titled “Q: Why don’t my hours match between timesheet and payroll?”A: Check that timesheets are approved. Unapproved timesheets may not appear in payroll. Also verify the date range filter matches your payroll period.
Q: How do I fix an incorrect export?
Section titled “Q: How do I fix an incorrect export?”A: Update the source data (timesheets, leave records, additions/deductions), then re-export. The export always reflects current data.
Q: What if pay rates are wrong?
Section titled “Q: What if pay rates are wrong?”A: Update pay rates in the employee record. Changes apply immediately and will show in the next export.
Q: Why do I see negative adjustments?
Section titled “Q: Why do I see negative adjustments?”A: Negative adjustments mean an employee worked fewer hours than provisionally paid last month. This deduction is reconciled in the current month’s payroll.