RotaCloud's Time and Attendance package allows you to run payroll reports based on your staff's clock in and out times, and their leave.
Payroll reports available
RotaCloud offers a few different payroll reports - see a brief description below to help decide which is best for you.
Payroll Export
This report will list all your users who have payroll data for that period. It will give a total of each employees' hours, leave, and pay.
Payroll Export with Pay Rates
This report will list all your users who have payroll data for that period. It will give a total of each employees' hours, leave, and pay. In addition to this, it will also show the rate they are paid at (as opposed to just a total pay figure).
Role Breakdown
This report will list all your users who have payroll data for that period. If you have employees who work different roles and different rates of pay, it will break this down for you and show a total for each role.
Sage 50 Export
This report is designed to be compatible for direct import into Sage (this is a separate software and not linked to RotaCloud). It will use pay codes to break down hours and leave. If you'd like to learn about how to set up your account to use the Sage 50 report, click here.
Sage 50 Export (Role Breakdown)
This report is designed to be compatible for direct import into Sage (this is a separate software and not linked to RotaCloud). It will use pay codes to break down hours across different roles and rates of pay and leave. If you'd like to learn about how to set up your account to use the Sage 50 report, click here.
Locking timesheets
Before running your payroll reports, you can choose to lock them first - this step is not essential, but recommended to ensure no changes are made to your timesheets after payroll (clocking in/out can't be done, and no amendments can be made). Timesheets can be unlocked again at any time.
Locking and unlocking can only be done by an Admin user as it applies across the entire account.
To lock a timesheet, go to your Attendance page and click the padlock icon in the to left of your page.
You'll then see a message asking you to confirm you'd like to lock timesheets - click 'OK' and your timesheet will be locked.
Finalising payroll
Finalising burns your payroll information into your account as it is at that current time. This means, for example, if you change an employee's salary in the future, it will not change on finalised payroll and the data will remain as it was at the time of finalising.
This step is optional but we would recommend it in order ensure your data is safe and accurate. Only Admin users can finalise or unfinalise payroll as it applies across the entire account.
To finalise your payroll, you'll first need to lock it (see section above). Once this is done, click 'Go to Payroll' at the top of your screen.
Look over your employees' payroll data and, if you're happy, click 'Finalise Payroll' in the top right corner. (If you need to make any changes to payroll first, you can manually change the 'Total Pay' figure you anything you like).
You'll then see a message asking you to confirm you'd like to finalise payroll - click 'OK' and your payroll will be finalised.
If you use holiday accrual, you will also need to confirm this when finalising - for more information on this, click here.
Please be aware - unfinalising will change the payroll to current data. If you have changed an employee's pay rate since finalising, their new rate will apply instead.
How to run payroll reports
Your payroll reports can be run at any time by an Admin or Manager with the correct permissions (they will need to be able to edit timesheets and have access to wage and salary information).
Running payroll reports is simply a way to view them and won't affect data on your account (like locking and finalising will). To download your payroll reports, go to your Attendance tab and click 'Go to Payroll'.
On your payroll pay, click the downwards arrow in the top right - you can then select the report you'd like to download and it will automatically download for you.
For information about changing your pay periods, click here.