First you will need to:


1. Send your timesheets over to Xero (for information on how to do this - click [here](https://support.caremaster.com.au/articles/how-to-send-timesheets-to-xero-mac3PXYqhA))
2. Approve the timesheets in Xero
3. Create a pay run in Xero

Once these steps have been done, you can go back to Xero to work through the allowances.

You will need to go to Admin → Integrations → Xero → Pay Runs and Allowances.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51116990054/original/-gdDU7XRFv5ZrCvlRV8FRVsKVOa4cm4F7w.png?1691976163)

This page will display all of the pay runs in Xero. Draft pay runs ones will have Edit next to their line. If you need to make changes to a POSTED pay run, you can try reverting it to draft in Xero.

Find the pay run you want to suggest allowances for and click on Edit.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51010073760/original/_QFZf8wz9-E8ZF9x01wbMOxklDP_PhjugA.png?1607381259)

The Pay Run page will include a summary of the pay run details, and then list all workers included in the pay run including any allowances that might be relevant.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51010074396/original/H6HDkVr63ySDIZI51UABtJKwOsJOMBqLKA.png?1607381650)

To add allowances to a worker's payslip, click on the Edit icon next to their name.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51010074447/original/tM9Fn9pK4V2lAYAtwQZhoX87lnRWfVAoOA.png?1607381697)

If this payslip is for a Xero Employee that you have linked to a CareMaster Worker, clicking the "Suggest Allowances" button will populate the payslip Earnings Lines section based on data from both CareMaster and Xero.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51010074615/original/BWSEKJ-BsxQPtbT4mdU0QNuwnbXjo_d83A.png?1607381822)

The following rates are added automatically. "Applicable timesheet hours" means the timesheet hours included in the Xero pay slip, excluding any separate casual loading.

* **First aid allowance (casual):** For a casual worker with a current first aid certificate, based on the number of applicable timesheet hours. Full time workers for whom a First aid allowance applies should have it added to their pay template by you.
* **Laundry allowance:** For a worker with a required uniform that is required to launder their own uniform, based on the number of CareMaster days they worked in the period
* **Uniform allowance:** For a worker with a required uniform, that is not provided the uniform free of charge
* **Sleepover allowance:** Based on the number of CareMaster Supports in the period marked as "overnight"
* **Vehicle allowance:** Based on the sum of kilometers in CareMaster Worker Timesheets in the period
  * Will apply the "Under 5,000 kms" rate for any kilometers in the period until hitting a total of 5,000kms for the Financial Year
  * Will apply the "Over 5,000 kms" rate for any kilometers in the period over the threshold for the Financial Year

Only these allowances are automatically applied - other allowances have to be entered manually.

The suggested allowances aren't saved until you click the Save button. Save and Next will take you to the next worker's payslip to suggest their allowances.


**Why is the First Aid Allowance not showing?**

The First Aid Allowance comes from the First Aid Allowance expiry date in the workers profile under Qualifications, Check the expiry date has not passed.


Once you have gone through and added allowances to all payslips, you can go back to the pay run page to add a payslip message and then Post the Pay Run.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51010331586/original/yEe6xmbLLJNUVlQYDEY7sbLA_6SOh9eq2w.png?1607908431)

**Why Are Some Employees Missing?**

This page pulls the information directly from Xero, so if the employee is not in Xero or not a part of the Pay Run they won't show here.

* Try to reset the Pay Run in Xero
* Make sure the missing employee has the appropriate Superannuation Earnings Lines added to their Pay Template

**Allowance Limitations**

Only the following allowances are automatically applied: all others have to be added manually

* First aid allowance (casual)
* Laundry allowance
* Uniform allowance
* Sleepover allowance
* Vehicle allowance


**Why are allowances are being applied/showing when they should be?**

* ensure data has been synced from Xero by clicking Update Data from Xero on the Xero Dashboard
* check the Earnings Rate Allowances Assignments are set under Admin > Integrations > Xero > Settings
* if the worker is not under an Award the allowances will need to be manually added.
* if the worker is under an award but not linked to an Award, they can be linked to the Award under the Employment Information section of the staff profile.
* for broken shift allowances check Settings > System Settings - Minimum gap between shifts to classify as broken. This setting determines the minimum amount of time a gap between supports should be before classing it as broken. The default is 1 hour, so if set to 1 hr the gap between shifts will need to be more than 1 hr for this allowance to apply.


**Why Is this Page Slow to Load?**

Xero only supplies limited payslip information when viewing a Pay Run. To retrieve full details for calculating allowances each Pay Slip needs to be queried individually, which would make this page load too slow. To view the full details including calculated suggested hours, view the appropriate Pay Slip individually.


**Error during Pay run for employees 18 years or over**

The following error message ( Payslips for employees aged 18 years or over must include a Superannuation Guarantee Contribution line with a calculation rate of Percentage or Statutory Rate ) occurs when you have employee/s over the age of 18 years, when you select the “suggest allowance” button


 ![](https://brainfish-storage-prod.s3-accelerate.amazonaws.com/uploads/7a502a36-a6a5-4a90-ba62-fb87fb401690/d2ede779-898d-44da-96e7-3387b22e6a8b/image.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Credential=ASIAUPPN5IL3ZHD2ZITP%2F20260414%2Fus-east-2%2Fs3%2Faws4_request&X-Amz-Date=20260414T155001Z&X-Amz-Expires=3000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMT%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLWVhc3QtMiJHMEUCICzx%2B1KEYayDwfOf4trhkQrnspeaMxywl%2FUsCUNuKe2JAiEA0IP%2BZYPqTYopuSD7CnrB6xBoQH%2BjQjfQAlBe2Zycf58q5gUIjf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgwzMDgxMjU5NzUyODciDD8oG6vifNU0kUPBTSq6BdAqXijnqtr%2BBWQzX7vJcy1i3MuB1FNmed4to%2BDf4HcVT0oVsUHfYNaK5JaO8V1k%2BHKGORduDhYafHiBC7dNN6fRidQsnr%2BpXd1%2BCMy3K7RBeD8nvlvTaIUq6EYdHDsIVEGQpAu2yIKZeX6oVGIoa%2BRmIg2aZBmNO6zHOM5Gn8hsX%2BEM%2F63gHTD3MExEhkRIkIVRFj%2FfzUd7YB1p17LPmGM4EKIAPyyLoSgfRJ1eYHquk%2BPsu6STjJ5I8YSA2UQtsQDrmri30xDIo15ooycIxhbuDZz0GLtQ%2F%2FXnmXxmM3KsY1rKUe4D2aj7WCoKmywNVsQvS%2By4izPCKfgkmuAFF5LF9qcDxF89jraBchRkch5NGycIMBYi7jCi37q6rYjDFeM5nlfYqwpFYSvuX5oQg%2FXY%2BgdVK1JyUpO95WEJzo9egNf%2FsFDCmTU%2FFlYSweGy%2B6ebfWpZ9VAfpn7hq4mQF4r%2FTkBVhFnqWr7Xic2MNNKn0Ejj1fMqDU6j5eeadPWyTiRLWHAL1ZYDx9VcrtoNioJm6sC5%2BQ7OjxkZYABGUxp0p6I9Qdv2NV%2FSWEhjFLa%2FYepdu577WNBDvs6XY8%2FEhWviVjQM5qzlbwcnasxhrg%2FsdXqG7pti77JF2saL1aSmQ9qbQvm%2BBvVg%2BhzAwMsvQG6EqMWOMm5FXZjYn5ncMiArodfpjy4dZuJC0K6UuByDn1TUWjKtwxfc4CPrGdl%2B4Nlt7%2FZbx%2BigGlL1CVnexVoMx6TS5yNW4LDHaqYjYvkCH3WgGuroA6ct5wBW6rFwAiSqnjZ%2BVkVvxMH3N3%2BzxT4OKze%2FS7B6VcimQy%2FNMggBBKFJGCwK%2BRtvfUrRJ%2F9Iyv%2Beocl3tNwOa93682PL9ZWoagI3b8%2FXL7HKR5RPhg34NqAcyUBdYAU9sKg5Lvcfg7cUfemwNmuK4lsjMO7Q%2BM4GOpABxP%2BU6cQGS2J%2BpzCIZ4fqOvFWuiBTOEZWDVL7GS9YCe7JBKU1CC7%2BZ%2F%2F1MFP4wa%2Fk2Hu2evtcEa3w5LBuXUkzh5wSJzNaz9%2B4kIkjsYq018L9zI9GDtRS8Q8voxNzVq953RB5UpI4qZqYsHPa4eBMFDZzfUh2mwqKyVXBlEbWZUPsNldd4YetgN9EE9T%2FHU04&X-Amz-Signature=adfcf1dba7779be83bc8031bce8f7f9600876e3a94b82c8c10dc74212ea1bcf5&X-Amz-SignedHeaders=host&response-content-disposition=attachment)



To resolve this go into the employees pay template on the Xero side, add the Superannuation line, go into the Pay run, go into that employees payslip and click Reset Payslip.

If you change a pay template while you have a draft Pay run the draft Pay run will not pick up any changes to the pay template until you click the Reset Payslip button. 

How to generate allowances for Xero payruns?

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How to generate allowances for Xero payruns?

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