Welcome to PayHero! If you've just migrated your FlexiTime Payroll account to PayHero you'll notice we've made a significant number of changes and improvements. To get you back up to speed and processing pays again in no time, we've put together a list of important settings to double check and the new features you should know about.
Step One - Employee Details
The migration has copied across all of your FlexiTime Payroll employees (both active and finished), including their employment details such as Work Patterns, Leave balances, Default Pay and Pay History.
These fields can all alter the way a pay is processed and how leave is calculated, so it's recommended that you go through and double check the details are correct first.
The Work Pattern in PayHero is very important for accurately determining your employees' leave entitlements. This will be brought over from FlexiTime Payroll based on the Normal Hours per Week that are set on the employee's leave tab, and the Hours per Day and Days per Week that are set on their Employment tab.
PayHero has more work pattern options available than FlexiTime Payroll, and the more detail you include the better, so it's a great idea to review these in PayHero and add any extra information you might have. Hours per Day is best, where known. If you're unsure on what to enter, set it up with the hours reflected in their employment contract.
Annual Leave - The Annual Leave balance in FlexiTime Payroll was kept in hours whereas PayHero uses weeks for increased Holiday Act compliance. The FlexiTime Payroll balance has been converted into weeks using the Normal Hours Per Week set for that employee.
If no normal hours were set for the employee, the conversion was calculated based using the average Hours per Week from their last 8 weeks of pays.
Please ensure that the hours, days, and weeks that have been converted for your employees are as expected.
Holiday Pay - Employee Holiday Pay balances have been transferred over as they were in FlexiTime Payroll. If the employee had the Holiday Pay pay code in their Default Pay in FlexiTime Payroll they've been setup on Holiday Pay As You Go in PayHero.
If you have employees on Parental leave you'll need to make some adjustments in PayHero to reflect that. First, under the Leave area add a Parental Leave request for the Parental Leave period.
If they've crossed a leave anniversary since they've been on Parental Leave you should add the total leave that became due to them (usually 4 weeks) to the Annual Leave Fallen Due field in the Parental Leave section of the employee's Leave tab. Note that this area of the Leave tab will only appear once a Parental Leave request is in place.
Pay Codes from your employees' Default Pays will also be added to their Default Pay tab in PayHero. The only exception is if you've created a new custom pay code in FlexiTime Payroll and it hasn't yet been included in any pay runs; if that's the case, you'll need to create it as a new Pay Item in PayHero.
Pay History for employees will be copied directly across from FlexiTime Payroll into PayHero. This can be viewed for each employee under Employee > Pay History. Learn more in our support article on Pay History.
Step Two - Company Settings
When it comes to Leave and Public Holidays calculations it's vital your employees' Otherwise Working Days are correctly calculated. This can be achieved through entering either a detailed Work Pattern for each employee (as seen in step one), or using timesheet history based on the Work Pattern Review Period found under Manage > Settings > Payroll Settings.
Payroll Settings - Work Pattern
The Work Pattern settings allow you to set rules that PayHero should use when determining leave entitlements for employees who don't have a standard Work Pattern on their employment settings, or whose pattern doesn't indicate their exact hours and days of work.
- Review Period - How many weeks of recent pay and timesheet history PayHero should review when determining an employee's ordinary week.
- Otherwise Working Day Minimum - The number of times an employee would need to have worked on that day of the week for the day to be considered an OWD. An otherwise working day is one an employee likely would have worked had they not been on leave that day.
Step Three - Additional Migration Checks
All unpaid leave requests will be copied across from FlexiTime Payroll. This means any approved leave requests that haven't yet been paid and any pending leave requests that haven't been approved will be ready for you in PayHero.
Previously approved leave requests migrated into PayHero will no longer be associated with who approved the leave in FlexiTime and will now be associated with the PayHero owner account. These requests can all be managed through PayHero's Leave Tab.
Only the unpaid time entries in FlexiTime Payroll will be copied over to PayHero. If you have any paid time entries you'd like to add into PayHero you'll need to do so manually, through either the Time Summary or the Timesheet section of PayHero.
Your new PayHero account includes all of the default Pay Items (in FlexiTime Payroll these were called Pay Codes) and any of the custom Pay Items you had previously set up in FlexiTime Payroll have been re-created in PayHero. The only exceptions are custom Pay Items that have never been included in a FlexiTime Payroll pay run before.
There may be some slight differences in these Pay Items as a result of the migration and as with everything else we recommend double checking the settings are correct before running pays.
Step Four - Pay Cycles
Pay Cycles are a completely new feature in PayHero - these allow you to group your employees who are paid at the same time into a Pay Cycle covering a set pay frequency. These will be created for you based on the frequency of any FlexiTime Payroll pays that have been run over the last 5 weeks. If there haven't been any pays in that window a pay cycle will be created based solely on your most recent FlexiTime Payroll pay.
The following pay frequencies will be accepted: Weekly, Fortnightly, Four Weekly & Monthly.
If the pay cycle(s) generated for you don't quite suit or you simply want to make another pay cycle for a separate pay frequency, our Pay Cycles support article has a full walk through on how to create one.
Step Five - Integrating with Inland Revenue & Xero Accounting
Once you're ready to complete the move to PayHero, you'll want to connect your integrations. It's a good idea to disconnect them in FlexiTime Payroll first, under Setup > Company Settings > Connect.
After the initial migration you may want to run a couple of pays in PayHero along side FlexiTime Payroll - during this time it's fine to leave FlexiTime Payroll connected to the IRD for Payday Filing but once you are ready to process your first 'live' pay in PayHero, you'll need to swap the connections over.
To set up Payday Filing you simply need to Integrate with IRD from your PayHero account under Manage > Integrations.
You can learn more about Payday Filing with PayHero here: Payday Filing
By integrating PayHero with Xero your payroll transactions will automatically create accounts payable invoices in Xero, with your costs assigned to Xero Account Codes and Tracking Categories as needed.
Step Six - Invite Employees
Inviting your employees to use the Employee Portal enables them to easily record time, submit expenses, request leave, and view their previous payslips. You can find out more details on portal features in our Employee Portal and Mobile App support articles.
To invite an employee into PayHero, go to Manage > Employees and select the employee you wish to invite. On the employee's Personal tab ensure they have a valid Email address, and click the blue Invite Employee button. The employee will then be emailed a link to create a password and set up their Portal access.