Prior to undertaking the following steps check you have Pay Roll Admin access in Xero and that you have Commbank Netbank Access. Both of these will be required to complete employee pays.
1. Take completed Time Sheet for the week (template attached Time Sheet.xls)
2. Determine hours worked by casual staff during the week, as well as Saturday and Sunday by using the Timesheet Calculator located at Dropbox\Geoff and Rich Private Folder\Employees\Timesheets (and attached Timesheet Calculator.xlsx)
3. For each casual staff member on the right hand side of the leave sheet write down their total for the week, Saturday and Sunday (click image to see example).
4. In Xero go to Payroll>Pay Runs>Add Pay Run
5. Select the week ending for the week that has just passed and then click Next
6. Once opened, deselect any staff that did not work during the week
7. For any Fulltime staff that are away that haven't applied for leave, this will need for be included in their payroll.
To do this click on Payroll>Leave>New Leave Request - select the Employee, the leave type (typically annual leave), and the start and end dates. A standard working day/leave day is 7.6 hours. If no employees are on leave skip this step.
8. Click on the first employee, update their hours (as required - casual staff will need hours updated, fulltime staff will have hours prefilled) then click 'Save & Next' - do this for each staff member. You should only be updating their working hours - this will then automatically update everything else including totals etc.
8. Once you have got to the last staff member hit Save and then Close.
9. To review that all hours have been recorded correctly at the bottom right of the page select View Reports>Payroll Activity Details - compare the totals for the week, Saturday and Sunday against those you wrote down on the Timesheet itself. Once you have finished viewing this page close it.
10. If there are any updates to hours for any staff click on the specific staff and update their hours. Once these have been updated correctly click Save and then Close.
11. In view reports click on Payroll Employee Summary and print this page. The Net Pay reflects that amount each staff member will be paid.
12. If everything is OK click Post Pay Run and click Yes
13. In Pay Run Options then select Download ABA save this in Dropbox\Geoff and Rich Private Folder\Banking\Xero\Wages
14. Login into the Commonwealth Bank website cba.com.au > click on Transfers and BPAY > Transfer groups & import files (located via drop down "More Options"). Choose the file you just saved in Dropbox\Geoff and Rich Private Folder\Banking\Xero\Wages and Import
15. The payment amounts will reflect those shown on the Payroll Employee Summary under Net Pay - Click Make a payment
16. Select the From Account as Beer Cartel EveryDay (062198 10774573, note - it may be named differently in different users Netbank). And under Description On Your Statement field type in BC WAGESDATE e.g. BC WAGES231115 and click Next
17. Click PAY (note, you may be prompted for a Netbank Code which is sent to the CBA mobile phone app) and Print the Receipt
18. Click New Payment
19. On your Printed Payroll Employee Summary add the totals for Tax + Super together - (should equal approx between $1,500 -$2,000)
20. From the main Beer Cartel account (Beer Cartel EveryDay 062198 10774573) pay to the Savings for Tax account (062198 10774637) - this should be the sum of the Tax + Super. Write description as BC SUPER in both Description Fields/boxes and click Next
21. Click PAY (you may again be prompted for a Netbank Code which is received via the CBA phone app) and Print the Receipt
22. Go back to Xero and under Pay Run Options select Email Payslips>Email Payslips
23. Take the Printed Payroll Employee Summary and under it place the printed receipts and time sheet. Staple together and on the Payroll Employee Summary write the date and sign.
24. Holepunch this and file in the Payroll folder.
PROCESS COMPLETE