When you integrate the Timesheets module with Sage Payroll, you'll want approved timesheet hours to come through to payroll for the correct period.
For Sage Payroll to know which weeks' timesheet to bring through from Sage HR, the system relies on two things:
A correct pay date
Knowing the day the employee receives money on
How to set up Sage Payroll and Sage HR for weekly paid employees
Step 1 - Set up a pay calendar
You need at least one Pay Calendar before you can pay your employees. You need one calendar for each pay frequency that you want to process. In this case, you would need to set it up for weekly, with the pay day being, for example, Friday.
For more details, use our Sage Payroll article, Set up a pay calendar.
Step 2 - Create an employee record in Sage Payroll
If you haven't already, create a record for the employee in Sage Payroll, with complete employee details. Most important is their email address, which they'll use to log in to Sage HR.
For more details, visit our Sage Payroll article, A detailed breakdown of employee records.
Step 3 - Invite employees to Sage HR
If you haven't already, add the employees and invite them to use Sage HR.
For more details, use our article, Invite employees to Sage HR.
Step 4 - Set up timesheet groups
Set up employees in a Timesheet group. To help with managing weekly paid employees, we recommend having a dedicated timesheet group for the weekly paid employees.
For details on how to manage timesheet groups, use our Sage HR article, Set up timesheet groups.
Step 5 - Setting the timesheet period
You need to make sure that the Timesheet period in Sage HR matches the pay period and Day/Date that your payroll shows.
In Sage HR, click your name in the top right, then click Settings.
On the settings menu, click Timesheets, then click General.
Scroll down to Timesheet period, then select Weekly.
Under On what day should a new timesheet be generated?, select the day that you pay your employees.
Click Save to save your changes.
Step 6 - Approving Timesheets
Once you've set up the timesheet period, approve or re-approve timesheets that you need to send to Sage Payroll. When viewing timesheets, select prior weeks from your period dropdown, then approve the timesheets.
For more details, use our Sage HR article, Approve timesheets.
Step 7 - Payment types and deductions
Make sure you've set up your payment types correctly and have the HR categories. When you create or edit your payment:
Select Hourly payments as your 'Payment category'
Select Basic hours as your 'Payment type'
Select Basic in the HR timesheet category dropdown
Select the Apply to Salaried employee checkbox
Select all boxes in the Include in calculation of section
📎NOTE: When managing a payment type for overtime, select Overtime Hours as the 'Payment category' and Overtime as the 'Payment type'.
For more details on how to create or edit a payment type in Sage Payroll, use our Sage Payroll article - Create and manage payments.
📎NOTE: Sage Payroll is where you control the amount you need to pay an employee. Sage HR only provides the hours your employees have worked.