Employee missing pay calendar in Xero

This article explains how to resolve the Missing Pay Calendar error you may encounter in Xero when processing payroll. This issue typically occurs when an employee’s pay calendar is not assigned correctly, which prevents payroll processing. We’ll guide you through identifying why the error appears and the steps to resolve it by updating the Pay Calendar in Xero. Following these instructions will ensure smooth payroll processing and prevent this error in the future.

1. Understanding the missing pay calendar error

When attempting to process payroll, the Missing Pay Calendar error may appear if any employee’s pay calendar is unassigned in Xero. This section covers why this error occurs and how it relates to missing Pay Calendars for one or more employees, particularly if you recently added multiple staff members.

1.1 Why you receive the missing pay calendar error

1.1.1 If you see this warning, it means that an employee file in Xero lacks an assigned Pay Calendar.

1.1.2 This error is common when adding multiple employees to Xero simultaneously.

1.1.3 Always review each employee card to ensure that a Pay Calendar is assigned.

2. Steps to fix the missing pay calendar error

This section outlines the steps to assign a Pay Calendar to an employee in Xero, enabling you to process payroll without issues. Follow these instructions to ensure the calendar aligns with the pay schedule in your RosterElf account.

2.1 How to assign a pay calendar in Xero

2.1.1 Log in to your Xero account.

2.1.2 Find the relevant employee file needing a pay calendar.

2.1.3 Go to the Employment tab within the employee file.

2.1.4 Select a Pay Calendar from the dropdown menu. Ensure it matches the pay cycle in RosterElf (e.g., weekly, fortnightly).

2.1.5 Save changes, and return to RosterElf to process the payroll.

Resolving missing pay calendar error in Xero

1. Why do I see a Missing Pay Calendar error in Xero?

The Missing Pay Calendar error in Xero typically appears when an employee's pay calendar hasn’t been assigned. This often occurs when new employees are added to Xero without updating their pay details, blocking payroll processing until corrected.

2. How can I assign a pay calendar to an employee in Xero?

To assign a pay calendar, log in to Xero, open the employee file, navigate to the Employment tab, and select an appropriate pay calendar from the dropdown menu. Ensure it aligns with your pay schedule in RosterElf, then save the changes.

3. Can multiple employees lack a pay calendar at the same time?

Yes, this error can occur for multiple employees if their pay calendars are unassigned, especially when adding multiple staff at once. To prevent the error, review each employee file to ensure a pay calendar is assigned.

4. Does the missing pay calendar error affect payroll processing in Xero?

Yes, without a pay calendar, payroll processing is interrupted for affected employees. Assigning the correct pay calendar to each employee ensures smooth payroll runs in Xero.

5. How do I prevent the missing pay calendar error in the future?

To avoid this error, always assign a pay calendar when setting up new employees in Xero. Reviewing each employee's pay settings can prevent disruptions during payroll processing.