Set up Xero Payroll Integration with RosterElf

This article guides you through the essential steps to set up your Xero Payroll integration with RosterElf, ensuring seamless payroll processing. Before beginning, remember that Xero Payroll is only supported in Australia, New Zealand, and the United Kingdom. You will also need payroll permissions in Xero to proceed. Setting aside an hour to complete the setup in one sitting is recommended for a smooth experience. With correct setup, your Xero Payroll processing will operate smoothly and efficiently, without disrupting existing settings.

1. Align Pay Calendars between Xero and RosterElf

This section covers aligning your pay calendars in Xero and RosterElf. Xero’s Pay Calendar feature defines the pay cycle, while RosterElf uses a similar Payroll Calendar setting. Proper alignment of these settings enables successful timesheet transfer from RosterElf to Xero.

1.1 Scenario 1: Creating Pay Calendars in Xero (Existing RosterElf Customer)

1.1.1. Go to Xero’s Payroll Calendar Settings by clicking here.

1.1.2. Click Add Pay Calendar and a popup will appear.

1.1.3. For Pay Period, select Weekly or Fortnightly based on your roster cycle.

1.1.4. For Start Date, select the date matching your RosterElf cycle (e.g., Monday).

1.1.5. Set First Payment Date to your desired payroll initiation date.

1.1.6. When finished, proceed to the Pay Items section.

1.2 Scenario 2: Setting Up Pay Cycles in RosterElf (Existing Xero Customer)

1.2.1. Go to Payroll Settings in RosterElf by clicking here.

1.2.2. Update the Payroll Calendar fields to match your Xero settings.

1.2.3. When finished, proceed to the Pay Items section.

1.3 Scenario 3: Matching Established Xero and RosterElf Accounts

1.3.1. In RosterElf, go to Payroll Settings.

1.3.2. In Xero, access Pay Calendars by clicking here.

1.3.3. Ensure that the frequency and start/end days match between RosterElf and Xero settings.

1.3.4. If matched, proceed to Pay Items. If unmatched, contact support.

2. Configure Pay Items in Xero

Setting up Pay Items in Xero allows RosterElf to assign hours correctly in timesheets. This step customises your pay structure within Xero, ensuring that payroll calculations reflect your organisation’s requirements.

2.1 Adding Pay Items

2.1.1. Go to Payroll Settings in Xero, and select Pay Items.

2.1.2. Click Add to create a pay item (e.g., Ordinary Time Earnings).

2.1.3. Complete fields for Earnings Name, Rate Type, and Expense Account. Ensure Rate Type multipliers align with your requirements.

2.1.4. Use consistent unit types, such as "Hours" (avoid space after the "s") to avoid data errors.

3. Set up Staff Profiles in Xero

To complete integration, verify that each RosterElf employee is set up in Xero. This process ensures accurate employee data matching, facilitating error-free payroll operations.

3.1 Verifying Staff Details

3.1.1. In Xero, go to Payroll - Employees.

3.1.2. Confirm that all employees listed in RosterElf appear in Xero.

3.1.3. Ensure that first names, last names, and emails match between both platforms.

3.1.4. Click the Employment tab, and select the Payroll Calendar and Earnings Rate to finalise each profile.

FAQs for Setting Up Xero Payroll Integration

1. How do I align pay calendars between Xero and RosterElf?
To align pay calendars, match your pay cycle settings in Xero’s Pay Calendar and RosterElf’s Payroll Calendar. For example, if your roster cycle is weekly, set the pay period in Xero to Weekly and ensure both systems’ start dates match. This alignment is crucial for smooth timesheet transfers.

2. How do I create a new pay calendar in Xero for RosterElf integration?
In Xero, navigate to Payroll Calendar Settings and select Add Pay Calendar. Choose a pay period that aligns with your roster (e.g., weekly) and set a start date that corresponds with your RosterElf cycle. Define your first payment date to ensure payroll syncs accurately.

3. What pay items do I need to set up in Xero for RosterElf?
Set up pay items in Xero by going to Payroll Settings Pay Items. Add essential items like Ordinary Time Earnings with rate types and expense accounts that align with your organisation’s structure. Use consistent units, such as Hours, to prevent data transfer issues.

4. How can I ensure employee profiles match between RosterElf and Xero?
In Xero, go to Payroll Employees and verify that employees listed in RosterElf match in Xero. Confirm that names and emails are identical in both platforms, then select the correct Payroll Calendar and Earnings Rate in the Employment tab for each employee.

5. Why is payroll permission required for setting up Xero integration?
Payroll permission is necessary because it allows you to configure pay calendars, pay items, and employee profiles accurately in Xero. This access ensures that payroll data is securely processed and synced between RosterElf and Xero.