Set up Xero Payroll for RosterElf Integration (NZ Customers)

This guide explains how to set up payroll in Xero for integration with RosterElf, tailored specifically for New Zealand customers. By following these steps, you’ll ensure payroll calendars, pay items, and templates are set up correctly. Important for NZ Customers: Ensure your payroll calendar in Xero is named "rosterelf" in all lowercase to avoid payroll processing errors.

1. Create a new payroll calendar

Creating a payroll calendar in Xero is the first step to aligning employee hours with RosterElf's payroll integration.

1.1 Set up the RosterElf payroll calendar in Xero

1.1.1 Go to Payroll - Payroll Settings - Pay Frequencies - New Calendar.

1.1.2 Name the new calendar "rosterelf" in all lowercase.

Note: Using any capital letters in the name will cause payroll errors during processing.

1.1.3 Save the calendar.

2. Assign the payroll calendar to employees

After creating the calendar, you must assign it to each employee to ensure accurate payroll processing.

2.1 Assign RosterElf calendar to employees

2.1.1 Go to Payroll - Settings - Employees - Employment.

2.1.2 Under each employee's profile, navigate to Payroll Calendar and select "rosterelf" from the options.

3. Set up pay items for awards

Pay items in Xero determine how employees are paid according to award rules. You can use fixed-rate items or multipliers, with multipliers recommended for automated calculations.

3.1 Create pay items based on award rates

3.1.1 Go to Payroll Payroll Settings Pay Items.

3.1.2 Click Add Item and choose either fixed-rate or multiplier options.

4. Connect RosterElf to Xero

Connecting RosterElf to Xero via API allows roster data to flow directly into the payroll system.

4.1 Link RosterElf with Xero

4.1.1 Log in to RosterElf and go to Settings Payroll.

4.1.2 Select API Connection to Xero.

4.1.3 You will be redirected to Xero—log in and select the organisation to connect.

FAQs for NZ Customers

1. Why must the payroll calendar be named "rosterelf" in lowercase?
The name is case-sensitive. Using any capital letters will cause payroll processing errors.

2. How can I update an incorrect payroll calendar name?
Go to Payroll - Payroll Settings - Pay Frequencies, select the calendar, and rename it to "rosterelf" in lowercase.

3. What if the integration fails?
Ensure the payroll calendar is named "rosterelf" and check your API connection in RosterElf.

4. What should I do if the payroll data doesn’t sync correctly?
If payroll data isn’t syncing, ensure your Xero API connection in RosterElf is active. Double-check that the payroll calendar name is "rosterelf" in lowercase, and verify all employees have been assigned to the correct calendar.

5. Can I use multiple payroll calendars for different employee groups?
Yes, but ensure all calendars connected to RosterElf follow the correct naming convention. For the integration to function seamlessly, only the "rosterelf" calendar will process payroll through RosterElf.