Payroll

Overview

This payroll process is completed bi-weekly unless otherwise noted. We complete this accurately to ensure our client's team members get paid on-time, every time.

Video Training

Tools Required

Xero

Gusto

Dropbox

Procedure

Part 1: Review Hours in Xero

1. Login to Xero, and choose the client name from the available options.
2. Run the Monthly Time Card (Accounting> Monthly Timecard)
3. Change the Date Range to the appropriate payroll period (for example: Dec 16, 2019 - Dec 31, 2019)
4. Click the blue Update button.
5. Click the Export button on the bottom right corner.
6. Choose Export As PDF.
7. Save the timecard in the appropriate client folder in Dropbox (be sure to follow the File Naming Structure). Include the words Direct Hours in the file name.
8. Click on Report Settings on the top right.
9. Change the Chargeable option to "no."
10. Repeat Steps 4-7. Include the words Indirect Hours in the file name.

Part 2: Review Reimbursements in Xero

1. Login to Xero, and choose the client name from the available options.
2. Run the Monthly Time Card (Business> Expense Claims)
3. Choose the To Review tab across the top
4. Review & approve, as necessary.
5. Run the Expense Claim Detail report (Accounting > Reports > Purchases > More Reports > Expense Claim Detail)
6. Click the Report Settings link at the top right
7. Change the Layout to Group by... Contact
8. Click Update
9. Click the Export button on the bottom right corner.
10. Choose Export As PDF.
11. Save the report in the appropriate client folder in Dropbox (be sure to follow the File Naming Structure). Include the words Expense Report in the file name.

Part 3: Run Payroll in Gusto

1. Login to Gusto, and choose the client name from the available options.
2. Click Run Payroll from the left panel.
3. Click the Run Regular Payroll button.
4. Enter the hours worked in the RH (regular hours) box for each employee. Start with the Direct Hours pdf from Part 1, followed by the hours from the Indirect hours.
5. Click the + icon next to Reimbursements and enter the amounts from the Expense Claim Detail report, by employee.
6. Click the Save and Continue button.