Automated payroll without the headaches

If you're responsible for payroll, you may be interested to know that you can use the data entered in your Findmywork schedule (or timesheets) to automatically generate labour cost reports and payroll exports. Whether you're paying your employees an hourly rate or an annual salary, you can automate monthly employee costs through Findmyshift.

Hourly rates, day rates and salaries

On Findmyshift you can enter employee pay rates as an hourly, daily or annual amount. This information needs to be entered on your employees' profile.

These rates are not mutually exclusive and you can enter rates for all three, if required. It's also possible to make adjustments to the pay rates if they differ, as explained below.

Generating payroll data

Employee costs are collated and presented in the "Hours" report, showing you a breakdown of the hours worked by each employee, the rates paid and the costs of each shift. You can also see the total cost per employee and an overall total for the time period specified.

For payroll purposes, you'll probably need to download a CSV summary of the report, giving you one line per employee, per pay rate, including the total hours and total amount to be paid.

If someone else is responsible for managing your payroll, you can give them read-only access so they can view only the data they need to pay employees.

Read more about using reports to forecast, monitor and review employee costs.

Overtime and pay rate adjustments

If your employees earn a different pay rate when working overtime or if you have different rates for certain times or on certain days, e.g. national holidays, you can easily ensure that these are also accounted for in the reports which generate payroll information.

Overtime can easily be managed by using a multiplier as a comment. For example, if an employee earns double the normal hourly rate, adding the comment "x2" underneath the relevant shift will double their pay rate.

When you have regular days and times that should always be paid a different rate, e.g. weekends, you can create a pay rate exception which will then automatically apply to all shifts worked during these times. These are created under "Settings" > "Pay rates". Read more about pay rate exceptions here.

If you want to pay someone a one-off amount that is different to what they should be getting paid, this is done through a "pay rate adjustment". Similar to the way overtime is accounted for, you can make these pay rate adjustments by writing comments beneath a particular shift. More information on pay rate adjustments can be found here.

When shifts are entered in schedules (or timesheets) correctly, pay rate exceptions, adjustments and overtime rates are all automatically calculated in the reports.

Paid time off

To record an employee's time off while also paying them if they are entitled to paid annual leave visit the time off entry in question and specify how many hours are to be paid. If an employee receives additional pay during time off you're able to use pay rate multipliers, similar to how you account for overtime or a pay rate adjustment.

Schedules or timesheets?

As we might have mentioned, you can report on the data stored in your schedule or the data stored in your timesheets. To choose which data source to report on, click the "Options" link when viewing your report.

Read more about timesheets here.