Work out each person's hours and gross pay for the period, then export it with the absence report for your payroll software or accountant.
For managers
Care App works out each person's hours and gross pay for the pay period, ready for your payroll software or accountant. They work out tax, National Insurance, sick pay, maternity and other statutory pay, and net pay, and they send everything to HMRC. Before you start, check that everyone has a pay profile, that timesheets are right, and that absences are recorded.
Steps
- In the sidebar, open Finance and choose Finance. The Payroll tab opens.
- Choose the period: This Week, This Month, Last Month or Custom.
- Check the Pay date and choose the Pay frequency. Only staff whose profile has that pay frequency are included.
- Choose the Pay basis. Actual pays from clock-in to clock-out, but not past the shift's end unless extra time was approved. Scheduled pays from clock-in to the shift's planned end.
- Press Work out pay. A table shows each person's hours, basic pay, overtime, enhancements (weekend, bank holiday, waking night, sleep-ins), holiday pay, gross pay, sick days and expenses.
- Read Not included for anyone left out, and why (for example, no pay record).
- Press Export and choose your payroll software: BrightPay, Moneysoft, QuickBooks, Xero Payroll, Sage Payroll, FreeAgent or IRIS / 12Pay. A file downloads.
- Press Absence report to download every absence and approved holiday in the same period.
- Send both files to your payroll provider, or import them into your payroll software.
- Press Lock period and then Confirm & Lock so that period's timesheets and expenses cannot change.
Good to know
- Care App does not work out tax, National Insurance, Statutory Sick Pay or net pay. Your payroll provider does, using the sick days and the absence report.
- Pay uses every completed timesheet that has not been rejected, approved holiday, and approved expenses.
- Holiday for full-time and part-time staff is paid at their contracted hours. For zero-hours and bank staff it is an average week's pay (from up to a year of their timesheets, weeks with no work left out) for each week of leave, unless their staff profile is set to rolled-up holiday. Check this figure with your payroll provider.
- Tax codes and NI numbers are not needed to work out pay. They are included in the export files if you have entered them.
- If someone's first name and surname are not on their pay profile, Care App splits their full name and tells you, so you can check.
- Only the Management role can open Finance.
Still stuck? Email hello@care-app.uk and tell us which screen you were on. We aim to reply within a few hours.