KeyPay Payroll

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

• Completed the KeyPay Integration Process and KeyPay 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. without this information the worker will not be included in the pay run.
• Prior to commening the payrun navigate to the menu: Admin→ Integration→ KeyPay→Pay Schedules and press the Update From KeyPay button. This will refresh CareMaster with your organisation’s latest payrun information.

Step 1: “Checked” Supports

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

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. 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 relevant Date Range, navigate to menu: Supports> All .

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

To get started:

Select the Within date range option.

Choose the relevant date range 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.

There is also an option to bulk Check your supports using the Manage button process.

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 relevant Date Range.

Select the Within date range option.

Choose the relevant date range.

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.

Please note: Workers timesheets are paid according to the Scheduled Time. The Time field displays the workers login and log off times.

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 KeyPay 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 KeyPay payroll process.

Step 3: Timesheets & Award Interpretation

After the worker timesheets have been approved, you're ready for the next step. Navigate to Admin → Integration → KeyPay → Dashboard → Advanced Timesheets. Here, you can review the workers' timesheets with the applied award interpretation before sending them to KeyPay.

Select the pay schedule, payroll period and click on the Search icon. By default it will only show the first 15 workers, but you can change this if required.

If you have any unassigned KeyPay Pay Category Assignments, the system will alert you that timesheets may contain missing or incorrect payroll items. For guidance on adjusting the award interpretation setup, please refer to our ==How to Integrate with KeyPay== guide if you need to make an adjustment to the award interpretation setup.

In this section, you’ll find a list of all the workers and the number of supports that are included or excluded from their timesheets.

Below the summary, you'll find a detailed list of each worker's timesheet, including the KeyPay Pay Category assigned to them, along with any allowances they are entitled to for the pay period. The timesheets are organised by each worker's name, followed by the date of their supports and then the date their applied allowances.

Please Note: When it comes to allowances such as Vehicle Allowance, First Aid, Sleepover, Kilometres, and Broken Shifts, the start and end times displayed in CareMaster are shown for reference only. CareMaster will send the Unit data to KeyPay as a quantity-based rate rather than an hourly rate.

In your KeyPay timesheet, if a worker has allowances applied, they will be shown with the date corresponding to the end of your pay period.

Underneath each worker’s suggested timesheets and allowances section, it will list the worker’s supports for the date range. This allows you to easily track what has been included and what may been excluded from the workers timesheets to help you address any discrepancies.

We recommend reviewing this section carefully before sending the timesheets to KeyPay.

• Blue highlights indicate that all supports for the worker have been included.
• Orange highlights show that only some supports have been included.
• Red highlights alert you that no supports have been included for the worker.

This colour coding makes it easy to identify and resolve any issues quickly and efficiently.

Please Note: If a worker is receiving a Sleepover Allowance, the support hours will be marked as excluded. However, the allowance will still appear in the worker's suggested timesheets and allowances section above.

If the exclusion reason shows as Not Checked or No Timesheet Generated and the timesheet needs to be included in the current pay run, please revisit the earlier steps in this guide for guidance.

After reviewing all the worker timesheets, click the Send to KeyPay button to forward each individual worker’s timesheet to KeyPay. Repeat this step for each worker.

Once you've sent all the workers' timesheets, you will need to complete the payroll process within KeyPay.