Xero’s employee portal has been around for a couple of years now but are you really getting the best out of it?

Use My Payroll (the employee portal) to view your payroll details and payslips, submit and edit timesheets and request time off.

GDPR rules for protecting personal data means that employees now have to login to the My Payroll portal in Xero to download their P60’s. A great security feature!  I suspect payslips will shortly follow!

Finding My Payroll

If you have been invited to My Payroll in your employers Xero account, you will find My Payroll in the Payroll menu.

If this isn’t visible in your view of payroll, then please contact the person who administers your Xero account (your Director, bookkeeper or accountant) and ask for access to My Payroll in Xero.

Using My Payroll Portal in Xero

Are your details correct?

Check that your email address is correct (My Details tab) so your time off requests and payslips go to the right place.

How to find monthly payslips

At the time of writing this blog (May 2018), payslips are attached to the email sent from Xero. I rather suspect after 25th May when GDPR is implemented – we will have to download our payslips!

You will find payslips in My payroll >> Overview >> where you will see the last 5 payslips. If you want to see ALL payslips – you will find these in the Payslips tab.

Using My Payroll Portal in Xero

Print or save your payslip

  1. In the Payroll menu, select My Payroll.
  2. Click the Payslips tab.
  3. Click a payslip to download it as a PDF file.
  4. Print or save the payslip.

Where to find your P60

As of April 2018, P60’s will no longer be attached to an email issued from Xero – but will be available for download from My Payroll.

Using My Payroll Portal in Xero

 

  1. You will receive an email from your employer confirming that your P60 is ready.
  2. In the Payroll menu, select My Payroll.
  3. Click the Overview tab.
  4. Choose  the relevant tax year from the drop-down menu
  5. Click the option to Download P60 Report to download it as a PDF file.
  6. Print or save the P60

Time Off Requests

Time Off in Xero is quite a useful function if you don’t have holiday records managed outside of Xero.

We find that some clients do prefer manual holiday record keeping with holiday cards or external HR systems. If your employer manages holiday pay in Xero, you can book time off within My Payroll and check how many holiday hours have left in that holiday year.

Time off in Xero is managed in hours – so if an employee wants to take an hour, an afternoon, a day or a week off – all possibilities are covered.

How does this work? An employee who works 7.5 hours a day 5 days a week would be entitled to 20 statutory holiday days plus 8 days bank holiday. Bank holidays are usually taken by all employees at the same time and do not need to be booked. So the bookable holiday would be 20 days x 7.5 hours per day = 150 hours.

In this snapshot you can see the number of holiday hours available to me before I started to book a week off on holiday!! Once approved, my holiday balance will reduce by the 35 hours of the holiday booked. I can change this holiday booking any time before I run payroll, but once payroll is run – the hours are committed!

If you have booked a holiday but not taken it before payroll is run, do remember to cancel the holiday request! Doing so after payroll has been run can be a little fiddly!!

Using My Payroll Portal in Xero

Using the Xero Me App

The XeroMe App is available on IOS and Android. If you have not downloaded it yet – why not do it now!!

It can be used to view payslips, update timesheets, book time off and check the balance of time off hours available.

 

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