Once you have reconciled and approved all of your clock records you can export these to CSV (comma separated values) format ready for import into your preferred payroll software. CSV is a standard simple format for transferring data and these files can be opened in MS Excel for reviewing the data.
Select Date Range for Pay Period
When on the payroll view click on the date picker.
Select the start and end date for your chosen pay period.
All shift, clock and pay records for this date range will be loaded into view and your data is now ready to be exported to CSV. Just check that all exceptions have been handled and all records are ticked.
Please note:
The export will also contain complete but not yet approved records so it is important to review all records prior to exporting.
Export Payroll Data
We have multiple export types :
Standard
Sunday Split
Role Based Uplifts
Role Based Uplifts & Sunday Split
Export All Data
With additional options to select :
Holiday Hours
Exclude Rows with Zero Data
Public Holiday Pay
Standard
All hours for each employee are added together and presented in a single column.
Sunday Split
All hours worked on a Sunday are added together and presented in a single column.
All other week day hours are added together and presented in a single column.
The total hours are also presented in another column.
Role Based Uplifts
When new roles are created you can add a pay uplift value (e.g Acting Supervisor £1.50 - When an employee is acting as a supervisor, they will get an extra £1.50 per hour for that shift).
The summary of any hours worked for these roles can be exported to separate columns by choosing the “Export Role Based Uplifts” option.
The total hours are also summarised in a final column.
Please note:
The initial release of this feature has been developed to ensure that actual hours worked by an employee at an enhanced rate are correctly accounted for on the payroll report.
Role Based uplift values are not included in your ROTA BUDGET.
Holiday Hours
When holiday hours are included as part of the payroll report an extra column "Holiday Hours" is included in the payroll export and this can be imported into your payroll software along with Pay Hours simplifying payroll even further.
Public Holiday Hours (ROI)
When Public Holiday Hours are included as part of the payroll report an extra column "Bank Holiday Hours" is included in the payroll export and this can be imported into your payroll software along with Pay Hours simplifying payroll even further.
Please click here to find out more about this feature.
Exclude Rows with Zero Data
Selecting this option will automatically exclude any employees who have zero payable hours for the selected period.
Please note:
When using this option care should be taken to reset all employee payments to zero on your payroll software before running the import.
Some payroll solutions carry forward payments from previous periods for employees. To ensure you don't overpay anyone you should reset everyone to 0 before running the import.
An example of how to do this in Sage payroll is described in the follow article
https://gb-kb.sage.com/portal/app/portlets/results/viewsolution.jsp?solutionid=200427112156447&hypermediatext=null
Run Payroll
Now that you've exported your data you are ready to import the pay hours into your preferred payroll provider or send to your payroll bureau for processing.
If you would like help setting up your import process please reach out and one of our team will be happy to help. We can help with Sage, BrightPay, Thesaurus, Big Red Book, Quantum or if you have something different let us know and we'll see what we can do.