Add work hours

Once the base rate is set up, you can submit an employee's hours worked to calculate their pay within a payroll cycle.

Before you begin

Note: When reporting hours, it will automatically align with the employee's set work pattern. It is possible to overwrite the work pattern if the employee has worked on a day that the work pattern designates as a non-working day.

Make sure you've set up the Salary pay items. For more information, see Set salaries and pay rates.

How to submit hours worked

1. From the left sidebar, select Employees.
2. Click on the relevant employee's name.
3. Select Work hours.
4. Click the Edit button to the left of the relevant date range in the Draft table.
5. Mark the checkbox next to a date to denote a working day, then enter the amount of hours worked that day in the field to the right.
6. Click Save and close.

How to bulk add work hours from a file

If you need to process work hours for multiple employees, you can import the hours/units as a XLSX, XLS, or CSV file.

Note: Employee ID is a mandatory column for manual entry and file upload.

1. From the left side bar, select Payrolls.
2. Select the current payroll draft.
3. Click Actions in the top right corner and select Import work hours or Import rate work hours from the dropdown.
   Tip: Since the rate of pay items is preset in Rates, add the hours (not the monetary value) for each applicable pay item.
4. Click Select file to use the file navigator, or drag and drop your file into the screen.
5. Select the correct header row.
6. Once headers are confirmed, the column headings will begin matching automatically, which you can confirm by clicking Confirm mapping. If you have any columns that are unable to be matched, select the correct option from the dropdown menu.
7. To quickly validate the data, toggle on Show only rows with errors. You can then validate the data at the row or cell level.

   Note: Rows with errors will be ignored. 

8. If you are ready to submit, click Yes.

Note: The rate is automatically calculated using the employee’s salary, multiplied by the Unit rates set up in Settings > Payroll > Rates.

FAQs

What columns do I need if I’m uploading a pre-populated file?
The headings required are: Employee ID, and any Unit rates defined in Settings > Payroll > Rates.

Tip: If you choose to use your own headings, UK Payroll will automatically try to match your headings, so try to choose similar or easily identifiable headings.