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 salary pay items for multiple employees, you can import the hours/units as a CSV, TSV, or TXT 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. Once you’ve clicked Upload data from a file, use the file navigator to select your work hours data file.
5. Confirm if your file contains a header row or no header row by selecting Yes (if your file contains headers), Select another row (if your file contains headers but in a different row to the row indicated with the arrow), or No header row (if your file doesn’t contain headers).
   
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, a Lookup matching fields dropdown will appear.
7. Click Review to check that the confirmed mapping for the file is correct. Then, click Continue once you’re satisfied with the data review.
8. If you are ready to submit, click Yes. The hours will appear on the Payslip preview in the payroll draft.

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

How to bulk add work hours manually

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. Fill in the work hour data under each column.
5. Once you’re done, click Continue.
6. If you are ready to submit, click Yes. The hours will appear on the Payslip preview in the payroll draft.

FAQs

What columns do I need if I’m uploading a pre-populated file?
The headings required are listed in the manual data entry section: 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.