User Guide: Xero Basic Timesheet

Xero Basic Timesheets

This guide aims to help users of Xero Basic Timesheets navigate the Payroll Process within CareMaster and Xero. Before proceeding with this process, please make sure that you have previously completed the following tasks:

Completed the Xero Integration Process and Xero Worker Setup.

In CareMaster, within the Worker Profiles - Employment Information Tab, ensure that each worker's Employment Status, Award, Classification, and Pay Value have been assigned.

Sync worker profiles in CareMaster with Xero once you've updated their Employment Information Tab. For more details, consult the Xero Worker Setup guide.

Please note** Basic timesheets do not interpret when worker overtime should be applied

User Guide: Xero Workers Setup

Step 1: “Checked” Supports

In CareMaster, the term 'Checked' signifies that the support has been provided and is now ready for the payroll process and invoicing (if required).

When a worker starts and stops their designated support using the CareMaster Worker App. With a buffer of 15 minutes on either side of the scheduled rostered time. The support will automatically receive the 'Checked' status and trigger the creation of the worker's timesheet for that support.

Please note the duration of this setting can be adjusted in the CareMaster, menu: Settings> Worker app settings> Auto Checked Limit (Minutes)

A support that is not marked as 'Checked' will not result in the generation of a timesheet or an invoice. The 'Not checked' status occurs when the support has not been correctly started and stopped by the worker in the Worker app.

To ensure that the worker's supports have been 'Checked' and that any missing timesheets have been generated for Xero Calendar Period, navigate to menu: Supports> All.

In the Supports display, utilise the filters to view the Worker’s supports within the Xero Calendar Period.

To get started: Select the Xero Calendar option.

Choose the relevant Xero Calendar and the Current Period.

In the "Any Checked Status" field, pick "Not Checked."

Add the Workers name to the Support Worker Field.

Choose the "Any Status" option in the "Not Cancelled" field. This will display all the workers supports including cancelled ones, in the event a timesheet is required.

Press the Search button to display the Worker’s supports.

The search results will show the ‘Not Checked’ supports of the Worker.

To create Timesheets for these supports, mark the necessary ones as ‘Checked’ and then click the yellow Generate Missing Timesheet button.

Step 2: Approve the Workers Timesheets

After the workers' timesheets have been generated, navigate to menu: Staff/Volunteers> Timesheets.

Here you can approve, edit, or decline the workers timesheet.

In the Timesheet display, utilise the filters to view the Worker’s Timesheets for the Xero Calendar Period.

Select the Xero Calendar option.

Choose the relevant Xero Calendar and the Current Period.

Add the workers name to the Staff Member field and press Search

The worker’s timesheets and the status of each timesheet will be displayed.

To manually approve the worker’s individual timesheets

Click on the X button adjacent to each timesheet.

Alternativity to approve all the worker’s timesheet at once. Select the checkbox located on the top right-hand side and then click on the Approve selected button.

Once the timesheet receives approval, a blue tick will signify the timesheets is ready for the Xero payroll process

To edit or adjust a worker’s timesheet, click on the Edit button

You can amend the duration of the worker's timesheet and the duration of the support should the need arise.

The top section accommodates for changes to the timesheet (workers hours)

The bottom section makes amendments to the support details. Please make sure to tick the box if the support start/end times need to be updated.

To decline a worker’s timesheet, leave the timesheet in the unapproved status.

Timesheets that have not been approved will not be included in the Xero payroll process.

Step 3: Xero Basic Timesheets

After all the workers timesheets have been approved, the timesheets are then ready for the Xero payroll process. The process below explains how to send the workers approved timesheets to Xero.

Assigning allowances to the workers such as Sleepover Allowances, Kilometres, Broken Shift Allowances etc, occurs after the Draft Pay Run has been created in Xero. The process is outlined in Step 6: Pay Runs and Allowances . Please note: Sleepover Allowances, Kilometres, Broken Shift Allowances etc, do not appear in Xero Basic timesheets, they are added after the Draft Pay Run has been created in Xero. The process is outlined in Step 6: Pay Runs and Allowances.

Navigate to menu: Admin>  Integrations>  Xero>  Basic Timesheets.

Utilise the filters to view the Worker’s Timesheets for the Xero Calendar Period.

Select the Xero Calendar option.

Choose the relevant Xero Calendar and the Current Period

Press search to display all the workers timesheets.

Alternatively, to view an individual workers timesheet, input the worker's name into the "Any Staff Member" field and press search.

A summary of the worker/s hours will be displayed above the timesheets.

To check the status of an employee's timesheet before sending it to Xero, hover your curser over the timesheet status icon.

The screen will also display the timesheets corresponding earning rates (Xero pay items) that has been allocated.

These earning rates are assigned to the employees' timesheets based on the CareMaster Award interpretation settings, found under Admin> Integrations>  Xero>  Settings. Please note, if changes need to be made to the earning rates, a System Administer will need to complete this process.

If you need to make a change to the earning rates for a specific worker's timesheet, click on the edit button and choose the desired rate.

To send the workers timesheets to Xero. Select the checkbox located on the top right-hand side.

Then click on the “Send Selected” button.

To send All the workers pending times to Xero, click the arrow next to the “Send Selected” button and click on the “Send All Pending Timesheets” option.

CareMaster will show a notification after the timesheets have been successfully sent to Xero.

Step 4: Approving the Timesheets in Xero

The following steps outline how to approve the hours recorded on the worker timesheets in Xero.

Log into Xero, go to menu Payroll> Timesheets

Apply the required filters to sort the timesheets.

To approve all the workers draft timesheets, tick the checkbox to the left of the first name column and press the Approve button.

To approve an individual workers timesheet, click on the workers name to review the hours recorded on the timesheet.

You will be able to view the earning rates (Xero pay items) associated with the worker's timesheet sent from CareMaster, along with the hours allocated to each rate.

Click the "Approve" button to confirm the details.

Step 5: Create the Xero Draft Pay Run

After all the workers timesheets have been approved. The next step is to create the Draft Pay Run.

In Xero go to menu Payroll> Pay Employees

Click on the “+ Add Pay Run” button

Select the Pay Period and press the “Next” Button

Xero generates the draft pay run, which includes all the approved worker timesheets for the corresponding time frame.

Please refer to Step 6: Pay Runs and Allowances . For instructions on allocating worker allowances such as Sleepover Allowances, Kilometres, Broken Shift Allowances, and more.

Step 6: Pay Runs and Allowances

The process below outlines how to add the worker allowances such as Sleepover Allowances, Kilometres, Broken Shift Allowances to the workers Xero payslip.

To assign allowances to the workers payslips, login into CareMaster and go to menu:

Admin>  Integrations>  Xero>  Pay Runs and Allowances

Click on the edit button next to the Xero Draft Pay Run.

 

The screen will display list of workers who are part of the draft pay run, along with information about the recommended allowances that can be assigned to each worker's payslip.

To allocate the allowances to the worker, click the button on the right side of the screen

The screen will show the approved details from the workers Xero timesheet, which includes details such as Earning rates (Xero Pay Items), Units, Rate, and Total.

To allocate the suggested allowances to the worker's payslip, click the "Suggest Allowance" button

CareMaster will add the allowance/s to the worker’s payslip. The items can be edited if required.

If the worker did not receive any allowances for the given pay period, no additional entries will be added.

Users also have the option to include additional earnings line/s on the workers’ pay slip  if it is needed.

After reviewing the suggested allowances for the worker, click on the "Save and Next" button.

CareMaster will then present the information for the next worker in the draft pay run.

(Repeat this procedure for all workers included in the pay run).

If you are clicking Suggest Allowances and no allowances are being applied 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.

After the allowances have been assigned to the workers, return to Xero and post the Draft Pay Run