Read the weekly grid, filter to what needs attention, and open a worker's pay breakdown.

Payroll is the weekly SCHADS pay run for your support workers: a Monday-to-Sunday grid built from approved shift hours, paid provider travel time and paid cancellations, priced against each worker’s SCHADS classification and the award rates. Open it from Workforce›Payroll. The page title reads Payroll with the subtitle “Weekly hours and SCHADS pay by support worker.”

Note

Payroll is a desktop screen: it does not appear in the navigation on a phone.

If your role does not have payroll read access, the page shows “Your account does not have access to view payroll. Ask an owner to grant payroll:read.” instead of the grid.

1Gross includes calculated allowances for reviewed work.
2Verify the selected Monday-to-Sunday period.
3Open the worker row to inspect categories and actual source segments.
Open payroll week 9–15 November shows one reviewed worker, 3.11 hours and $192.83 gross including calculated allowances.

Moving between weeks

The row under the stat cards and checklist controls which week you are looking at:

The left and right chevrons step one week at a time.
The calendar icon jumps straight to the week containing any date you pick.
A Today pill appears whenever you are off the current week; select it to snap back.
The week label in the middle reads as a date range, for example “29 Jun – 5 Jul 2026”.

Whatever week you land on, the grid, the checklist and the finalise controls all update to match it.

The three stat cards

Workers this week, detail “Reviewed shifts only”: the count of rows in the grid.
Total hours, detail “Sum across the week”: the sum of every worker’s total hours.
Gross pay, detail “SCHADS-calculated”: the sum of every worker’s total gross pay.

Ordinary worked shifts enter these totals after review. Pay can also include eligible provider travel, paid cancellations, retained recorded work from an office cancellation decision, allowances and manual items. Time still awaiting ordinary review is excluded and called out separately (see Work the pay-run checklist).

The weekly grid

Each row is one worker who had payable hours in the displayed week. Workers with no payable inputs that week do not appear.

Column	What it shows
Worker	The worker’s full name.
Classification	SCHADS tag pills (see below), or an UNCLASSIFIED warning pill, or a dash.
Mon dd … Sun dd	Calculated payroll hours for that day, including any minimum-engagement top-up, for example “7.6h” or “8h”. A red PH pill appears under a day that is a public holiday for the worker’s work state (or a national holiday), even on a day with no hours.
Total hrs	The week’s calculated payroll hours, to two decimal places. Open the breakdown to distinguish recorded work from top-ups and other payable time.
Gross pay	The week’s total gross pay, or a dash for an unclassified worker (see below).
Sync & pay	Two small icons per worker: their Xero payroll state, and their payment record. See below.

Classification shows up to four short code pills built from the worker’s SCHADS setup: the stream (SACS, HCD or HCA), employment type (CAS or FT/PT), classification level (L1-L8) and pay point (PP1-PP4). Hover any pill for its full label, for example “Social and Community Services” or “Casual”. A worker with no SCHADS classification set gets an UNCLASSIFIED pill instead, with the hover text “Worker has no SCHADS classification. Set it on the worker’s Payroll tab.” Their Gross pay cell shows a dash rather than $0.00, so an unclassified worker never reads as “processed at zero” by mistake. See Worker payroll for how classification is set.

Tip

Sleepover hours (SCHADS cl. 25.7) are counted in Total hrs for transparency but are paid through an allowance, not an hourly rate, so they never trigger the UNCLASSIFIED flag on an otherwise classified worker.

Jordan payroll breakdown groups two hours of afternoon-shift pay, overtime and separate sleepover and vehicle allowances. — 1Check the category hours, dated rate and pay together.
2Allowance dollars are separate from worked hours.
3Check travel reimbursement separately from the worked hourly categories.
Actual categories from shortened fictional training shifts, including a 0.11-hour sleepover example. These figures illustrate the screen and do not establish typical shifts or individual entitlements.

The Sync & pay column

The last column carries the two per-worker states that used to live elsewhere, side by side.

A cloud icon shows how this worker stands with Xero payroll, and only appears for a connected organisation. Hover it for the detail: “Matched to a Xero employee”, or ‘No Xero employee named “[name]”. Add them in Xero payroll to include them.’ when nothing matched, or “Pushed to Xero - Draft payslip” for the current payslip export, or the corresponding status for an older timesheet export. If Xero rejected them on the last push, the icon turns amber and names the reason. A worker with no Xero state at all shows a plain dash.
A banknote icon opens that worker’s payment drawer. It is green once they are recorded as paid and hovers as “Paid on DD/MM/YYYY. Ref: …”, and grey while they are not. It stays disabled until the week is finalised (tooltip “Finalise the week first”), and for anyone without the payroll create permission.

See Finalise a week and record payment for the payment drawer itself, and Export payroll and push to Xero for the payroll export.

Filtering the grid

The View dropdown above the grid narrows the worker list:

All: every worker with payable hours this week.
Needs attention: workers who are unclassified, or who have at least one segment priced on a backdated rate.
Unclassified: only workers with no SCHADS classification.

Beside it, a Search box matches on the worker’s name. The summary line at the right reads “N of M workers” and updates as you filter. If nothing is clocked yet, the grid’s empty state reads either “No payable shifts yet: N clocked shift(s) are awaiting timesheet review in Scheduling. Approved shifts appear here.” (when there is unreviewed time) or “No clocked-in shifts this week. Workers appear here once their actual shift times are recorded and reviewed.” (when there is none at all).

Opening a worker’s breakdown

Select any row (or, on a narrower screen, any worker card) to open that worker’s drawer, titled with their full name and “Week starting [date]” underneath.

The drawer, top to bottom:

The worker’s SCHADS tag pills (or an Unclassified badge), and the week’s total hours and gross pay.
For an unclassified worker, when you have workers-edit access, a Set SCHADS classification button toggles the same classification form used on the worker’s Payroll tab open inline, so you can fix it without leaving payroll. It saves the same way as Worker payroll describes.
An Allowances this week block, shown only when the worker earned one: Sleepover, Broken shift and/or Vehicle (km) amounts.
A Pay by category rollup: one line per pay category (Ordinary, the penalty bands, overtime, allowances) with its hours, rate and dollar amount, plus “Priced under SCHADS rates effective from [date(s)].” underneath.
A segment table, one row per shift or travel leg: Date, Time, Source (Shift, Paid gap, a Cancellation badge, or a T2P / RTB travel pill), Hours, Penalty band, Rate (with the penalty multiplier underneath, for example “1.5x base”) and Pay. A segment priced against an out-of-range rate shows the warning directly in its Penalty band text, for example “Ordinary; WARNING: shift predates all synced rate versions, priced at the [date] rates” - a sign the shift is older than any SCHADS rate version that has been synced, so double-check it.

Tip

Ready to act on the week? See Work the pay-run checklist to clear what is outstanding, then Finalise a week and record payment.

Review allowances and adjustments

Open a worker’s breakdown and inspect the allowance evidence before finalising. Broken shift allowance opens its assessment when your role has Payroll Add permission and the week is open. Review the gaps, choose Assessed, Meal break, Paid travel or work, or No assessment needed, enter a Reason, and select Save assessment. Meal-break assessments must be 30 to 60 minutes. Changed work or travel can make a saved assessment stale; reopen the current allowance and assess it again before finalising.

Vehicle allowance is separate from paid travel time. Review pending travel or vehicle evidence in Scheduling before finalising payroll. Company vehicle trips do not earn a personal-vehicle kilometre allowance merely because travel time is paid.

Manual pay items can add supported positive allowances or adjustments to an open week with Payroll Add permission. Check the description, quantity, rate and resulting amount, including the matching Xero pay item if exporting. Finalised weeks retain the frozen items.

Set up a first pay week

Enable Payroll and give the reviewer Payroll read access. Finalising, assessments, manual items and payment markers need Payroll Add permission. Editing a worker’s classification additionally needs Workers edit access.
Set the worker’s employment type and dated payroll settings, including stream, level, point, work state, worker category and any agreed pay.
Have workers record delivery, then approve ordinary assignments in Scheduling. Review travel and vehicle evidence separately; retained cancelled work has its own office authority.
Select the correct Monday week, work through the checklist and open each worker’s breakdown. Check recorded work, paid gaps, penalties, sleepover/vehicle/broken-shift allowances and manual items separately.
Finalise the checked week, then record actual worker payment or export frozen pay to Xero as appropriate.

At a new shift’s first actual clock-in, its invoicing and payroll choices are retained for all workers on that shift. A genuine earlier offline clock can establish the earlier start when it syncs. Current workspace feature settings control access and actions now; they do not recalculate the shift’s captured choices. Historical exclusions remain part of their saved history.

Add a manual pay item

1Choose pay item or allowance according to the actual adjustment.
2Record what the adjustment reconciles.
3Enter the amount for one item.
4Check the dollars; this adds no worked hours.
Unsaved Jordan payroll correction: one $25 item, description and calculated $25 pay with no additional hours.

In an open week, open the classified worker’s breakdown and select Add manual item. In Add manual item, choose Type, enter a Description for a payroll item or select an Allowance, then set Quantity and Amount each or Rate. Check the Pays preview and select Add item. All entered quantities and amounts must be positive.

These items add dollars without worked hours and do not change overtime hours. They are frozen with the week. Open an existing row for Edit manual item, save with Save item, or use Delete item and confirm its removal before finalisation. Negative corrections are not entered as manual negative lines here. If exporting full payroll, the manual description must match the intended Xero pay item.

Assess broken-shift gaps deliberately

Open a clickable Broken shift allowance row in an open week, including a zero-value review candidate. Read each Break and Time, and choose Assessed for an unpaid non-meal gap, Meal break, Paid travel or work, or No assessment needed. The current allowance amount reflects your draft choices. At most two assessed gaps are retained; selecting another replaces the most recently selected assessed choice.

Enter a Reason and select Save assessment, or cancel to discard the draft. Marking a gap neutral does not assert it was a meal break or paid work. A meal assessment must satisfy the stated duration check. Changed underlying clocks or travel can make an assessment stale; reopen the current evidence and reassess before finalising. Correct missing work in Scheduling rather than labelling it away in the allowance assessment.

Read a small shift without mistaking paid time for clock time

A short recorded visit can produce a larger paid-hours total because the applicable minimum-engagement rules add payable time. Open the worker’s breakdown and compare the source Time with Hours, Penalty band, Rate and Pay. Look for separate paid-gap or minimum-payment lines rather than changing a genuine clock to make the grid agree with elapsed minutes.

For a manual dollar-only correction, the unsaved example Payroll item, description “Agreed pay correction example”, Quantity 1 and Amount each $25 should preview Pays $25.00. It adds $25, not one hour. Check that an existing calculated allowance or another manual item has not already included it before saving. Reopen the breakdown after saving to confirm the item and gross-pay change.

Payroll overview