Follow this guide to create Shift pay definitions and a Data feed report definition, which together can be used to upload shifts, overtime or hours from a typical multi-row time and attendance spreadsheet. These can be used with Excel XLSX or CSV (ensure you save as CSV UTF-8 format) files.
Shift [Overtime or Hour] Pay Definitions #
Create the 1st Pay Definition #
Company set up > Pay Definitions > Add…
Generally, you will select the Pay Unit Template. You can also use Minimum Wage or Salary Overtime.
Name the definition as required ensuring you have a number 1 at the end e.g. Shift 1, Hour 1 or Overtime 1
In general, pay definition Outputs are set up for full gross payment. If you need to amend this configuration, then clear or set any appropriate busses. For example, clear Bonussable earnings if the shift item should not contribute to bonuses:
Click Add
Create additional Pay definitions #
You will need to create as many pay definitions as needed up to the maximum number of pay items you want to process in a particular pay run. For example, if you are operating a monthly payroll and you know you may need one shift per day, then you will need 31 pay definitions numbered Shift 1, Shift 2… Shift 31 etc.
if you have a small number, you may find it easier just to add them as above and labelling the second one Shift 2, Shift 3. If you have a large number to create, then follow the guide here for bulk upload/download and return to complete the steps.
Data feed Uploader #
Company set up > Report Definitions > Add…
Enter the Shift Template
Add the columns (see below for full description)
Click Add
The new data feed will now appear in My data feeds and can be run by clicking Upload
if you subsequently discover that you need more shift pay definitions, these can be added later. Just be sure to continue numbering from the highest number
Column Example #
The column mini language allows you to read virtually any spreadsheet format and display any columns on the payslip to create your own custom display descriptions.
The column specification is quite simple: each row has a double quoted “” left part before the colon : and a right part. Below is an example:
"Works id" : "{Employee Reference}",
"Worker name" : "{Name}",
"Rate" : "{Rate}",
"Units" : "{Hours}",
"Display as" : "{Date} {Job} {Hours}hrs @{Rate}",
"Date" : "{Date}"- The left part names are fixed and indicate the fields required by paiyroll®
- “Works id” “Rate” and “Hours” must be provided
- “Worker name” is optional and used for error reporting only
- “Display as” is used to create custom display text
- “Date” is optional but commonly used for automated holiday pay calculation
- optional fields have double quotes”” on the right
- The right part after the colon used your spreadsheet column names in curly brackets arranged as required
- {Employee Reference} {Name} {Hours} {Rate} {Job} and {Date}
- Change these to your column names.
Below is an example of the columns used to read a shift spreadsheet and the resulting custom payslip:
There is no limit to the complexity you can create for the payslip Display as from your own spreadsheet. We suggest you include the date, location or job together with the hours and rate to ensure the worker can identify each shift easily.