Help centre / Documents, payroll and payslips
Get your payroll file, and key it into Xero
Download the file your payroll imports, or the summary to key into Xero, and set up the line for mileage free of National Insurance.
KivoHR gathers what changed and gives your payroll a file.
More detail
Your payroll software or bureau still works out tax, National Insurance and pay. To check and send a period, see Set up payroll and send a pay period.
Download the file
-
Step 1: Go to Payroll, Pay periods, and open the period once it's sent.
-
Step 2: Press Download the file: for BrightPay, Sage 50 Payroll, Staffology, or KivoHR standard CSV for any other payroll.
-
Step 3: Press Summary as PDF for your records.
Key it into Xero
-
Step 1: Xero doesn't import a file of hours or pay, so download the summary to key in instead.
-
Step 2: Each row says where it goes in the draft pay run (Earnings, Leave, Statutory leave, Deductions or Reimbursements) and under which pay item.
-
Step 3: Match the pay item names to Xero's, under Settings, Payroll and pensions, Names your payroll uses for each kind of pay.
Stuck?
How are sick and family pay sent?
As days and weeks from your absence records. Your payroll works out the payment.
What's Taxable expenses, no NI?
For a car, HMRC's tax-free mileage rate drops after 10,000 business miles in a tax year, but the National Insurance-free rate doesn't. Mileage between the two goes on its own line, Taxable expenses, no NI, so your payroll doesn't charge National Insurance on it.
How do I set that line up?
In your payroll, once, as taxable but not subject to National Insurance. Its default code is EXPENSESTAXNONI (in BrightPay, Taxable Expenses No NI); you can change it under Payroll and pensions.
How long are payroll records kept?
At least six years after the tax year ends.
Thanks. That helps us make the guides better.