1. Log in to Employment Hero Payroll. 
2. Click on Leave (plane icon on the left-hand side navigation).
3. Click on Create leave requests. 
4. Pick the relevant employee(s) for the leave application. 
5. Choose the appropriate Leave Category (e.g., Annual, Sick, etc.)

6. Note: Include any relevant notes. Indicate the start and end dates of the leave period required.

   Important

   The section below confirms the selected employees and displays their available leave balance. If the leave balance is insufficient, the platform will highlight this in red. As this is for testing, you can override this warning and grant leave approval.

7. Check the box Approve Immediately. 
8. You can decide to approve the leave request instantly, or shift it to Pending status for later assessment. 
9. Click Save.

Once a leave request has been approved, a manager with editing permissions can edit the leave request if required. 

1. Log in to Employment Hero Payroll. 
2. Navigate to Business Settings (suitcase option on the left-hand side navigation).
3. Click on Leave.
4. Click on Manage requests. 
5. Click on the pencil icon situated to the right of the request to edit.
6. Once you have made your desired changes, click on Save. 

Once a leave request has been approved, a manager with editing permissions can edit the leave request if required. 

1. Log in to Employment Hero Payroll. 
2. Navigate to Business Settings (suitcase option on the left-hand side navigation).
3. Click on Leave.
4. Click on Manage requests. 
5. On the Leave Management page, locate the pending leave request you wish to edit and click on the bin icon. 
6. Click on Confirm.

1. Log in to Employment Hero Payroll. 
2. Navigate to Business Settings (suitcase option on the left-hand side navigation).
3. Click on Timesheets 
4. Click on Create Timesheets.
5. The controls will automatically generate a default period according to the employee's pay schedule and their inclusion in pay runs. For instance:
   • Upon accessing the 'create timesheets' screen, the date range will initially default to the ongoing work week/period, encompassing the current week that coincides with 'today.'
   • Upon selecting an employee, the date range will adapt to the pay schedule of their last included pay run (excluding pay runs where timesheets were only used for exceptions), with the period's end date aligning with that pay run.
6. Choose your employee from the dropdown menu to access the timesheet grid. If you attempt to input data for dates before an employee's start date, the platform will generate a warning on the timesheet line and prevent data input for those dates.
7. Choose the appropriate work type for the employee (custom and award work types are categorised separately). If a specific Work Type is not defined, the recorded hours will automatically be allocated to the default pay category for the employee during the import into a pay run.
8. Specify the start and end times for the shift. When entering these times, a simple entry like "9a", "0900" will be recognised as 9:00 am. Similarly, "530p", "1730" will be identified as 5:30 pm.
9. Include break start and end times if applicable to the employee's schedule (indicate which breaks are paid and which are unpaid).
10. Select from the predetermined list of locations assigned to the employee.

11. Important

    If a specific location isn't specified, the logged hours will be automatically associated with the employee's default location upon import into a pay run.

12. To clear a timesheet line, click the red 'x' icon on the line's right side.
13. Complete only the relevant rows.
14. Click on Actions to incorporate the below:
    • Add Another Timesheet Line: When an employee completes multiple shifts on a single day, this action facilitates the addition of another line for that specific day.
    • Add Standard Hours: This is visible if an employee has predefined standard working hours configured through their Employee profile Pay Run Defaults page.
    • Copy Timesheets from Last Week: This feature pre-fills the current timesheets with data from the previous period, allowing adjustments before saving. Availability is contingent upon timesheets being populated in the preceding week.
    • Clear Timesheets: Use this to reset all timesheets. Note that approved, processed, or rejected timesheets are non-editable and can't be cleared.
    • Revert Changes: Reload timesheets for the current period, discarding unsaved changes.
    • Enter Hours Instead of Start/Stop Times: Timesheets often require specific start and stop times, but some instances might call for recording only the total hours worked. This option, available if enabled in Business Settings, lets you input hours directly.
15. After making all necessary modifications to your timesheet, click on the drop-down next to save and select Save and Approve.

Important

For employees paid on an hourly basis or based on timesheets, it's crucial to apply any leave requests directly to their timesheets before importing them into a pay run. This ensures that accurate leave deductions are reflected in their payroll calculations.

Use the Custom File Upload feature for importing timesheets from CSV files:

1. Log in to Employment Hero Payroll. 
2. Navigate to Business Settings (suitcase option on the left-hand side navigation).
3. Click on Timesheets.
4. Click on Import Timesheets.
5. Select Custom file upload from the dropdown menu.
6. Click on Select File.
7. Upload the File: Begin by selecting the file you wish to upload for timesheet import. Click the button to browse your computer and locate the file to upload.
8. Set Date Format: After uploading the file, you have the option to set the date format of the file. Both US and Australian date formats are supported, providing compatibility with your data.
9. Configure Column Data: Proceed to configure the type of data for each column in the file. A preview of the initial few lines of each column is provided to aid you in matching the data correctly. You‌ will find a description of all available column types to help in the column matching process.
10. Map Columns: Once you‌ have gained an understanding of the available column types, map each column to its respective data type. This mapping provides accurate interpretation of the data during import.
11. Initiate Import: With columns mapped, you are ready to start import. Notably, you can replace timesheets from a previous import if needed, offering flexibility in case of any past errors. However, timesheets included in a pay run cannot be replaced.
12. Select Approval Workflow: You can now decide whether the imported timesheets should be automatically approved or undergo the standard timesheet approval process. Make your selection and click Import.
13. Review and Rectify Errors: After the import process completes, any errors that occurred will be displayed. If errors arise, you have the option to re-upload the file or reconfigure the column settings before retrying the import.
14. Save Format for Future Use: In case of a successful import, you can save the format of the file for future use. This eliminates the need to map column types each time. Simply click the "save the file format" link, provide a name for the format, and click "Save timesheet format."

• All time and attendance and leave applications for the purposes of parallel testing have been entered into the platform.
• For employees paid on an hourly basis or based on timesheets, it's crucial to apply any leave requests directly to their timesheets before importing them into a pay run. This ensures that accurate leave deductions are reflected in their payroll calculations.

1. Log in to Employment Hero Payroll. 
2. Navigate to Business Settings (suitcase option on the left-hand side navigation).
3. Click on Pay Runs.
4. Click on New pay run.
5. Select the required information from the drop-downs:

• Pay schedule: Select the appropriate pay schedule for the desired pay run creation.

• Pay period ending: When setting up an initial pay run for a specific pay schedule, input the corresponding pay period's end date. Later pay runs for the same schedule will automatically calculate pay period end dates based on the initial entry and frequency.

• Date pay run will be paid: For your initial pay run associated with a pay schedule, provide the paid date relevant to that run. Later pay runs for the same schedule will auto-generate paid dates, considering the initial entry and pay run frequency. The paid date is important for determining the reporting month for the pay run's figures, including STP reporting as per ATO guidelines. This differs from the pay period end date's purpose.
• Manually add employees to pay run: Enables manual addition of employees to the pay run, excluding the automatic inclusion of all regular pay schedule employees. The pay run will have no employees by default, and you will have to manually add them using the Add Employees function from Pay Run Actions. Choosing this option will disable the Import Timesheets feature.
• Create pay run with empty pays: All employees associated with this pay schedule as their default will be listed in the pay run, each displaying $0 earnings. Standard work hours, employee default earnings, or regular pay run inclusions won't be visible. It's essential to be aware that selecting this alternative will disable the "Import Timesheets" functionality.
• Import timesheets: In case your business employs timesheets and there are timesheets that need processing, you will encounter supplementary alternatives for importing timesheets into the pay run:
  • Timesheets for this pay period: This encompasses all approved timesheets relevant to the selected pay period.
  • All unpaid timesheets up to dd/mm/yyyy: Encompasses approved timesheets for the chosen pay period as well as any other approved or unprocessed timesheets from preceding pay periods up to the specified date.
  • Don't import timesheets: If you're running a pay run and prefer not to import any approved timesheets, this option suits your needs.

After configuring all pay run preferences, click the Create button. A progress dialog box will surface as the platform calculates pay run data

Once this process concludes, the pay run screen will emerge, allowing you to initiate the pays' processing.

1. Log in to Employment Hero Payroll. 
2. Navigate to Business Settings (suitcase option on the left-hand side navigation).
3. Click on Pay runs. 
4. Select the pay run for timesheets to be imported into.
5. Click on the Actions tab.
6. Click the Pay Run Actions button.
7. Click the Import Timesheets button.
8. Choose from the following options:
   • Import timesheets for this pay period
   • Import all unpaid timesheets.
9. Click Import.

1. Log in to Employment Hero Payroll. 
2. Navigate to Business Settings (suitcase option on the left-hand side navigation).
3. Click on Pay Runs. 
4. Select the pay run for leave to be applied to.
5. Click on the Leave Requests tab.
6. Click the Apply button.
7. Complete the following fields:
   • From date.
   • To date.
   • Units.
8. Click Apply Leave.

To ensure that the automation interpretation aligns with your requirements in Employment Hero, conducting a comprehensive parallel pay run review is highly recommended.

• Begin by selecting a representative sample of employee data and processing it through the parallel pay run. As you navigate the process, verify key components such as standard ordinary hours, penalty payments for instances like weekends, accurate overtime calculations, and proper allowance allocations.
• Compare the results of the parallel pay run against the established benchmarks and guidelines.
• Any discrepancies or deviations should be investigated and corrected as needed.

This review process will not only guarantee the accuracy of the interpretation that has been built, but also foster confidence in the payroll automation system's adherence to your specific employment regulations and needs within Employment Hero.

By thoroughly reviewing these aspects, you can make sure that automation is fine-tuned to meet your specific needs.

Here is a summary of how you can view and address pay run warnings:

• Notification Locations: Pay run warnings appear in two places: the 'Pay run' tab on the business dashboard and during the pay run process.
• Understanding Warnings: Warnings can emerge when creating or processing a pay run, depending on the actions performed.
• Viewing Warning Details:
  • Click on the "Warning" link - This will redirect you to a tab providing expanded details for each warning.
  • Click on specific warnings to unveil more information.
• Types of Warnings:
  • Missing ABA or BPAY Details
  • Negative Earnings or Unpaid Earnings
  • Birthday or Work Anniversary Notices
  • Leave Exceeding Accrual
  • Terminated Employees with Expenses
  • Expired Qualifications
  • Duplicate Earnings Lines
  • Leave Caps Reached
  • Pending Leave or Expense Requests
  • Leave Request Spanning Pay Periods
  • Incomplete Pay Run Tasks
  • Pro Rata Earnings for New or Terminated Employees
  • Scheduled Pay Rate Changes
  • TFN Quotation Delay
  • Applied Scheduled Updates
• Finalised Pay Run Warning: After finalising a pay run without setting up ABA or BPAY files, a warning will appear against the "Download Payment File" button.

Before your pay run is finalised there you can run three different draft reports to find out about certain aspects of your pay run.

• Audit Report - The pay run audit report generates a detailed overview of pay run activities and associated data, offering insights into the various aspects of the pay run process. Read more about it here.
• Gross-to-Net Report - The gross-to-net report provides a comprehensive breakdown of an employee's total earnings, deductions, and superannuation within a specified timeframe. Read more about it here.
• Variance Report - The pay run variance report enables you to contrast data between two different pay runs and identify disparities in gross and net earnings, PAYG, super, leave, and individual earnings details. Read more about it here.
• Payslips - Payslips can be accessed for both finalised and draft (unfinalised) pay runs, though super and bank account details are exclusively displayed on finalised pay slips.
  • Payslips can be customised for your employees via Payroll Settings Business Settings

When you are content with the entirety of your pay run data, you can proceed to finalise it. This step locks the data in its current state, making it available for reporting purposes. To finalise a pay run, follow these steps:

1. Log in to Employment Hero Payroll. 
2. Navigate to Business Settings (suitcase option on the left-hand side navigation).
3. Click on Pay runs.
4. Open the desired pay run.
5. Navigate to the Actions tab.
6. Select the Finalise Pay Run button.

In the ensuing dialogue, you'll encounter options for finalisation preferences. If you've previously configured default settings during the setup of the pay schedule, they will be applied here. However, you have the flexibility to adjust these settings permanently or on an ad hoc basis by clicking the 'pencil' edit icon during the finalisation process.

• If you need to unlock a pay run after finalising, this can be done by clock on the Pay Run Actions Unlock button and entering a reason for this step.
• Please be aware that all payroll reports will be accessible after the pay runs are finalised. It is highly recommended to review these reports comprehensively to determine which ones align most effectively with the specific needs and requirements of your organisation.
• All testing data will need to be removed from the platform prior to going live including pay runs. For more information on this, check out this article.
• Parallel testing is intended for the purpose of testing and validating new systems without transmitting actual data to external entities like the tax authorities. When using parallel testing, it's crucial not to submit real or live data, including Single Touch Payroll (STP) submissions. STP submissions involve sending sensitive payroll and employee information to the tax office, and these should only be done once your platform is fully configured, tested, and ready for production use. Avoid submitting STP reports during parallel testing to prevent any unintended consequences or discrepancies in your records.
• Ensure payslips are not published during testing to prevent sending incorrect data to employees.

In the event that you've established a direct integration with your journal service, you'll find the feature to export the payroll journal to the pertinent software upon finalising a pay run. Furthermore, you can also opt to download a journal file within a pay run that has been finalised, or by accessing the Journal Report available through the Reports or Report Packs section.

1. Log in to Employment Hero Payroll. 
2. Navigate to Business Settings (suitcase icon on the left-hand navigation menu).
3. Click on Pay Run.
4. Open the desired pay run.
5. Click on Export.

You have the option to export the payroll data to your journal provider directly or to download the journal. Opting for the Download journal choice starts the download of an Excel file encompassing both a summary and a detailed tab:

• Summary report:
  • Account Code
  • Account Name
  • Debit
  • Credit
  • Tax code

• Detailed report:
  • Account Code
  • Account Name
  • Debit
  • Credit
  • Reference
  • Location

File-based Export

With file-based integration, you can download a pay run's journal data in a .TXT format that is tab-separated, allowing for manual importing.

The available file export-based journal options are as follows:

• File Export
• Detailed File Export

The following information pertains to the process of downloading a payroll journal when you opt for either the File export or Detailed file export options:

• File export:
  • Account Code
  • Account Name
  • Debit
  • Credit
  • Reference
  • Tax code
• Detailed file export:
  • Account Code
  • Account Name
  • Debit
  • Credit
  • Reference
  • Units
  • Pay period starting
  • Pay period ending
  • Date paid
  • Tax code
  • Location

1. Log in to Employment Hero Payroll. 
2. Navigate to Business Settings (suitcase icon on the left-hand navigation menu).
3. Click on Pay Run.
4. Open the desired pay run.
5. Click on Payment File.
6. Click on Download Payment File.
7. If you only have one BECS file set up, your BECS file will download automatically.
8. If you have multiple BECS settings, you‌ will need to choose the specific file you wish to utilise.
9. Navigate to Payment File.
10. Click on Payment File Settings.
11. Then opt for the relevant payment file details and save your selection.
12. The platform will retain your most recent BECS settings used for generating your BECS file, making sure they are automatically preselected for your future usage.
13. Load into your bank as per normal procedure.