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Pay periods and leave: how timesheets flow through to Xero Payroll

This article covers two common payroll questions: handling a pay week that doesn't run Monday–Sunday, and recording leave such as annual or sick leave when you pay through Xero.

Pay weeks that aren't Monday - Sunday

The NextMinute timesheet screen always displays a Monday - Sunday week, and this view can't be changed. That's fine for payroll, though - how the data is processed depends on how your pay runs are set up in Xero, and the hours flow through accordingly.

  1. Have your team enter hours against the correct date each day, regardless of where it falls in the Monday - Sunday view.
  2. Set your pay calendar in Xero to match your actual pay period (for example, Wednesday to Tuesday).
  3. When you sync, NextMinute sends the hours through and Xero processes them against the pay period you've configured. 

Recording leave (annual leave, sick leave, etc.)

NextMinute is primarily a job-costing tool rather than a payroll system, and it only sends hours through to Xero — it doesn't send leave types. You have two options:

  1. Manage leave in Xero Payroll (recommended). Enter annual leave, sick leave and other leave types directly in Xero (or whatever payroll system) against the correct leave category, where the entitlements and balances are tracked. This is the most reliable approach.
  2. Track leave in NextMinute as well (optional). If you also want leave visible in NextMinute for job-costing or planning, create internal jobs such as "Sick Leave" or "Annual Leave" and have the team timesheet against them. Keep in mind these still come across to Xero only as hours, so you'll need to allocate the correct leave type in Xero regardless.
Good to know: Because only hours sync to Xero, the leave type and entitlement always need to be set in Xero Payroll. Using internal jobs in NextMinute is purely for your own visibility and tracking. If you'd like help aligning your NextMinute timesheets with your Xero pay calendar, contact the NextMinute support team.