The following article aims to answer the frequently asked questions when using the Xero integration. If you are unable to find an answer to your question please contact your customer success manager and they'll be happy to assist. We'll probably even amend this article to include your question!
This article covers:
- Does every new employee have to complete the payroll forms?
- What if the new employee needs to add superannuation details for a fund that doesn't currently exist in the employers Xero?
Are there any conditions the employee should meet in order to access the payroll form?
The simple criteria the employee must meet in order to complete the payroll forms is:
- They have a job recorded on intelliHR
- The Work Type associated with the employee's job is NOT Unpaid
- The person has been created on intelliHR after the integration was enabled (based on the date in the Xero integration settings)
- They have not previously filled out the payroll form on intelliHR
Are there any required details that must be completed about the employee before they can complete the forms?
Yes, in order for the new employee to be able to complete the payroll forms; the details entered for the employee when creating them on intelliHR must include:
- First Name
- Date of Birth
Although these fields are not required specifically by intelliHR to create a new person these are required fields to create the Xero account and as such they must be entered in order to complete the payroll forms.
Does every new employee have to complete the payroll forms?
No, when entering a new employee on intelliHR you will be asked if payroll data is required for that employee. In the case that it is not, simply select No, Remove Requirement.
How will payroll be notified of the details entered?
The Payroll Email Address supplied will receive an email with all of the relevant remuneration data and notification of the account creation in Xero.
Are bank details, tax file details and superannuation held on both systems?
The bank, tax file details and superannuation securely provided to Xero through the forms completed by the employee will only be held in Xero. This is to ensure that sensitive data is not held in two places, thus increasing risk.
What if the new employee needs to add superannuation details for a fund that doesn't currently exist in the employers Xero?
When completing the payroll forms the new employee will be able to enter the details of their superannuation fund and this will be included in the email sent to the payroll email address. The Xero administrator will, therefore, have the superannuation details and will need to add this fund to Xero for their employee.
The superannuation fund options are pulled from the Xero API, so any Regulated funds listed in Xero will appear in the Payroll Details form for employees to select.
My employees haven't logged in to intelliHR yet. How can I collect their payroll details?
This is a common question when onboarding new employees. You wish to collect the payroll information prior to the start date and as such the employee has not logged in to your intelliHR platform yet. To enable this collection complete the step below:
- Use the link provided in the Xero configuration page (in intelliHR) and add this to a form on the platform, such as a pre-start onboarding form. Through clicking on the link the employees will be directed to intelliHR and asked to log in, once logged in they will be directed to enter their details, thus creating a Xero employee account.
Note: To access the onboarding form and provide their payroll details the new employee MUST have an intelliHR user account. Therefore, it is essential when the employee is added to your intelliHR platform you create the user account at that point.
My employees do NOT have intelliHR user accounts. Can their payroll details be used to create a Xero account?
Yes, if employees do not have an intelliHR user account anyone for whom the new employee is considered a subordinate can enter their details on the intelliHR system on their behalf and this will create the Xero account:
- As a system administrator/supervisor, navigate to the Profile tab of the new employee and select Enter Payroll Details. This allows you to complete the payroll details on behalf of the new employee.
My current employees already have Xero accounts. Do I need to set them up again?
No, when connecting to Xero you will be asked to provide a date from which the payroll forms will be made available to new hires. In most cases, this will be the same as the date you connect the two systems. Any accounts created prior to these dates (i.e. existing employees) will not be required to complete the payroll forms.
Will remuneration figures be automatically entered into the employee's Xero account?
No, we have taken the decision not to automatically enter the remuneration rates on the employee's Xero account. Following discussion with several payroll professionals it was clear that, as the person entering the new employee's remuneration data may not be part of payroll, it is highly likely that the payroll team will want to check and confirm these figures before entering in Xero.
How often will the data sync?
The payroll data is transferred to Xero upon completion of the payroll forms the first time they are entered by the employee or the system administrator. Subsequent amendments to remuneration data in intelliHR will not automatically make any changes to the employee's Xero account.
Will remuneration figures on the person's profile in intelliHR be updated when they are amended in Xero?
No, currently the data is transferred from intelliHR to Xero upon initial creation of the employee and completion of the payroll forms made available to new starters.