Payroll in NextMinute: locked timesheets, leave, travel time and payroll exports

This article answers common payroll questions. It covers why timesheets lock, payroll export labour items, travel time, recording leave, internal job notifications, and exporting timesheets for PayHero and other payroll systems.

For initial Xero Payroll setup, see Integrating Timesheets With Xero Payroll.

Why does a staff member's timesheet lock automatically?

A timesheet can be locked in these ways:

• An admin locks it using Lock Timesheet.
• The timesheets are marked as processed (paid) in the payroll view, or synced to Xero.
• The staff member clicks Submit on their own timesheet.

If you're not marking payroll as processed, the staff member submitting their timesheet is very likely the cause.

To unlock it:

1. Go to Timesheets > My Timesheets.
2. Select the user.
3. Untick Lock Timesheet for the relevant period.

See Timesheet Locking Function.

Why does my payroll export show "Job #, user..." instead of the labour item?

This happens when a job specific rate is set up for that user on that job. The export shows the name of that rate, which looks like "Job 123, user Name default hourly rate".

To prevent this, remove the job specific rate for that user, and set up another rate for them on that job. See How to assign 'Job Specific Rates' to an individual job.

Why don't payroll export hours match when staff enter travel time?

If staff add travel time as part of their timesheet entries, it adds extra hours to the payroll report. The report expects all entries to add up to what the person should be paid.

If staff aren't meant to be paid separately for travel time, remove those travel time entries so the hours match your payroll system.

If you use timesheet breaks, make sure you've set whether each break type is paid. See Timesheet Breaks.

How should staff record sick leave and holidays so they flow to Xero?

The best way is to manage sick leave and holidays directly in Xero Payroll. Xero handles the leave correctly against each employee's entitlements.

If you also want staff to record leave in NextMinute:

1. Set up an Internal Job for leave, for example "Sick Leave/Holidays".
2. Have staff timesheet against that job.
3. Use those entries as a reminder when you process the leave in Xero.

Can I get notified when staff log time to an Internal Job?

No. There's currently no notification you can set up for time logged to internal jobs. You can keep an eye on these hours through timesheets and reports.

Does NextMinute integrate with PayHero?

There's no direct integration with PayHero. PayHero supports importing timesheets by CSV, and you can export a CSV from NextMinute (see below).

How do I export timesheets for PayHero or another payroll system?

Export a Payroll Report as a CSV:

1. Go to Reports in the left-hand navigation.
2. Open Payroll Report.
3. Select the staff and pay period date range you need.
4. Click Download and choose CSV.
5. Upload the CSV to your payroll system.

If your payroll system's template needs different headings or fields, adjust the CSV columns to match. AI tools such as ChatGPT or Claude can usually do this quickly.