Xero Payroll Integration

Introduction

Ascora has built-in integration for Xero Payroll by allowing Ascora User timesheets and leave to be uploaded into Xero by getting the Pay Periods related to the Ascora User from Xero.

Getting Started

Ascora allows you to upload all user timesheets and leave periods to Xero using Xero's Employees and Pay Calendars.
The following steps will set up an Ascora User to be compatible with sending their timesheet and leave back up to Xero:

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1. Click "Save Payroll Settings"

Notes

The Xero Earnings Rates are based on the Xero Pay Items available. It is possible to find the Pay Items by logging into Xero, going to "Payroll" -> Overview -> Pay Calendars"Payroll settings", and opening the "Pay Items" pagetab.
The Pay Items must either be Ordinary Time Earnings or Overtime earnings and are found under "Earnings"
See: Add a custom pay item – Xero Central for more details.

Setting up Users for Xero Payroll

To set up an Ascora User to be capable of uploading their timesheets to Xero, an Ascora User will need to have an equivalent Employee on Xero that fits the following criteria:

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1. Check if there exists a Xero Pay Calendar by going to "Payroll" -> Overview, and if the button under Pay Calendars states "Edit Pay Calendars", then a Pay Calendar already exists, and you can go back to an existing Xero Employee to set their Pay CalendarIf not"Payroll settings" and opening the "Calendars" tab.
2. If there are no Pay Calendars, create a Xero Pay Calendar by clicking "Add Pay Calendars"
   1. Pay Period can use all periods except for "Twice Monthly". This is the only Pay Period Ascora does not (currently) support
   2. The Name can be anything
   3. The Start Date can use any date before "The First Payment Date" anything after will set the First Payment Date to the Start Date
   4. The First Payment Date can be any date past the "Start Date" Anything before will auto-set the Start Date to the First Payment Date.

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1. Open the Employee you intend to manage the payroll for under "Payroll" -> "Employees"
   1. For the Employee, go to the "Employment" Tab
   2. Set the employment type to "Employee"
   3. Set the Income type
   4. Set the Employment basis
   5. Set the "Start date"
   6. If it hasn't been set, set the "Payroll calendar" to any payroll calendar. Ascora can pick up all Payroll Calendars associated with matched userswill only get the Payroll Calendar if it has a matching Employee associated with it.
   7. Set the Ordinary earnings rate

Integrating Employee Leave Applications

To set up an Ascora User with the ability to upload Leave Applications, the equivalent user on Xero must have Leave Types assigned to them. To do this, do the following:

1. Go to "Payroll" -> "Employees" and find the equivalent Employee
2. From the Employee Page, assign leave by
   1. Opening the "Leave" tab
   2. Clicking "Assign Leave Type"

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For adding additional leave types

Notes

The Xero Leave Types are based on the Xero Pay Items available under the "Leave" section. It is possible to find the Leave Pay Items by logging into Xero, going to "Payroll" -> Overview -> Pay Calendars, and "Payroll settings", opening the "Pay Items" page" and tab changing the sidebar category to "Leave".
See: Add additional leave types and assign them to your employees – Xero Central
Ascora will not upload a User Timesheet Xero when it already exists for the selected Pay Period on Xero.
Ascora will not upload a User Leave Application when it already exists for the selected Pay Period on Xero.

Testing your Xero Payroll Integration

Once Xero has been set up to support Payroll, you should be able to push Ascora Users that are assigned Payroll on Xero, as Ascora will provide the option to Select the Xero Payroll Calendars and their associated Draft Pay run from the Users on Xero.
For example:

To test if these works do the following:

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