In Xero, you can manage employee information and payroll schedules to streamline your payroll processing. Here’s how to set up and manage employee information and payroll schedules:
1. Employee Information:
- Adding Employees:
- Log in to your Xero account.
- Go to the “Payroll” or “Business” section.
- Select “Employees.”
- Click the “New Employee” or “Add Employee” button.
- Fill in the employee’s details, including their name, contact information, employment information, and tax details.
- Save the employee record.
- Editing Employee Information:
- To update an existing employee’s information, go to the “Employees” section, find the employee, and click on their name to access their details.
- Make the necessary changes and save the updates.
- Importing Employee Information:
- If you have a large number of employees or want to save time, you can import employee information from a CSV or spreadsheet file. Xero provides templates and guidelines for this process.
2. Payroll Schedules:
- Creating a Payroll Calendar:
- In Xero, you can create payroll calendars to define pay periods, pay dates, and other important payroll processing dates.
- To create a payroll calendar:
- Go to the “Payroll” or “Business” section.
- Select “Payroll Settings.”
- Choose “Payroll Calendars.”
- Click the “New Payroll Calendar” or “Add Payroll Calendar” button.
- Set up the payroll calendar with the relevant pay period start and end dates, pay date, and any other applicable information.
- Save the calendar.
- Assigning Employees to Payroll Calendars:
- After creating a payroll calendar, you need to assign employees to it. This ensures that each employee is associated with the correct pay schedule.
- To assign employees to a payroll calendar:
- Go to the “Payroll” section.
- Select “Payroll Settings” > “Payroll Calendars.”
- Click on the payroll calendar you created.
- In the “Payroll Calendar Details” section, click “Add Employees.”
- Choose the employees you want to assign to this calendar and save your changes.
- Running Payroll According to Schedules:
- Once employees are assigned to payroll calendars, you can run payroll according to those schedules.
- Go to the “Payroll” section, select “Pay Runs,” and create a new pay run based on the designated payroll calendar. This allows you to process payroll for all employees on that schedule at once.
- Managing Multiple Payroll Schedules:
- If you have employees with different pay frequencies (e.g., weekly, bi-weekly, monthly), you can create multiple payroll calendars to accommodate these schedules.
Managing employee information and payroll schedules in Xero helps you organize your payroll processing and ensures that you pay your employees accurately and on time. It also simplifies the process of running payroll according to established schedules, which can save you time and reduce the risk of errors. Remember to keep employee information up-to-date and make adjustments as needed to reflect changes in your workforce or payroll requirements.
Xero is a versatile accounting software that simplifies financial management for small businesses, often in collaboration with a dedicated bookkeeper for small business owners.
