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https://help.myob.com/wiki/x/gQ6jBQ
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This help topic is for those who've upgraded from old MYOB Essentials and may have previously used YourPay. If you haven't upgraded from old MYOB Essentials and you're interested in using MYOB Team for employee timesheets, see Getting started with MYOB Team instead.
If you've upgraded to the new MYOB Essentials and your employees used YourPay to submit timesheet hours, you may need to do some steps to ensure those hours are paid out.
- Timesheet hours entered in YourPay from the start of 2022 that have not been processed in a payrun are brought across to your New MYOB Essentials during the upgrade
- These hours are assigned to a temporary pay item
- Before paying an employee you should allocate those hours to the correct pay item
- If you want your employees to continue to submit timesheet hours on mobile devices, you should set up MYOB Team
Watch this video to see if these steps apply to you and what things you need to do if you want to use MYOB Team for timesheets:
If you don't need to allocate YourPay timesheet hours, but are still interested in using MYOB Team for employee timesheets, see Set up MYOB Team, below.
How time sheet hours come across in the upgrade
Any timesheet hours entered in YourPay from the start of 2022 (whether submitted or in draft) that have not been processed in a payrun are brought across to your New MYOB Essentials during the upgrade.
In the new MYOB Essentials, employee pays are entirely made up of pay items. This includes timesheet hours, which are assigned to a pay item, such as Base Hourly or Overtime. As old MYOB Essentials didn't work this way, we've had to assign YourPay timesheet hours to a temporary pay item to bring them across.
If you previously used YourPay:
- the option to use timesheets will be selected in your new MYOB Essentials (click your business name > Payroll settings):
- any draft or submitted hours entered into YourPay after the last recorded pay run will appear when you open a timesheet (Payroll menu > Timesheets) and when you create the next pay run. They're assigned to a temporary pay item called YourPay hours (To be allocated):
The YourPay hours (To be allocated) pay item doesn't calculate any pay amounts on the timesheet hours — it's just there to ensure that YourPay timesheet hours come across in the upgrade.
If proceeded with the pay, you would notice Hours would be entered for the YourPay hours (To be allocated) pay item, but the Amount is zero:
Don't record a pay with the YourPay hours (To be allocated) pay item
We recommend that you allocate the hours to the correct pay items before doing a pay. See Allocating YourPay timesheet hours to the correct pay item, below.
Allocating YourPay timesheet hours to the correct pay item
To pay out YourPay timesheet hours, you'll need to allocate them from the temporary pay item to the correct one.
You must complete all the following steps before doing a pay run with timesheet hours. If you pay out any timesheet hours to the temporary pay item, that pay item will appear on the employee's pay slip and you won't be able to delete it.
Allocating timesheet hours to another pay item is easy to do — let's take a look:
To allocate YourPay timesheet hours
- Go to the Payroll menu > Pay items.
- In Wages and salary tab, find the YourPay hours (To be allocated) pay item and click its name to open it.
- Note the employees assigned to the pay item:
- Click Cancel.
- Go to the Payroll menu > Timesheets.
- Choose the Employee. The employee’s timesheet, with any previously entered details for the period shown, appears. If any YourPay hours are in the timesheet, they'll be allocated to the YourPay hours (To be allocated) pay item:
Change the Pay item to the correct one, for example, Overtime:
If there's more than one pay item you need to reallocate the hours to, enter another line in the timesheet.
- Click Save.
- Repeat for all employees that have the YourPay hours (To be allocated) pay item assigned to them.
Once you've reallocated employee timesheet hours to the right pay item, you can delete the YourPay hours (To be allocated) pay item. See Changing or deleting pay items.
Set up MYOB Team
Now that you've checked if you've need to allocate any YourPay timesheet hours, you can set up MYOB Team.
With the MYOB Team mobile app, employees can clock on and off, submit timesheets and leave requests and view their rosters and payslips with a quick tap.
MYOB Team replaces YourPay
If you used YourPay to enable employees to submit timesheets, you'll need to switch to MYOB team if you want them to do this in the new MYOB Essentials. YourPay doesn't work with the new MYOB Essentials
The good news is that MYOB Team is a better app than YourPay. For example, you can now:
- create rosters for employees
- get your employees to submit leave requests
- verify an employee's photos or geolocation status
- delegate timesheet approval by adding approving managers.
Start by checking a few things in MYOB, then complete the setup in the MYOB Team admin portal.
Things to note:
- You can only set up MYOB Team if you're the administrator or owner of the business. See user access for more information.
- Only employees with an Hourly pay basis can use MYOB Team to submit their hours
- Employee hours submitted via MYOB Team will appear in MYOB against the Base hourly pay item
1. Check your company file setup
Open your MYOB business and complete these tasks.
Check your business contact details
Your business contact details must be up to date to ensure MYOB Team can be set up successfully.
- Click your business name and choose Business settings.
- Ensure you've entered valid details for the following:
- Address
- Phone
- Click Save.
Check your default superannuation fund
As an employer, you must have a default super fund set in MYOB that your employees can choose to use (or they can choose their own fund). You'll specify an employee's super fund when you add the employee to MYOB, or they can chose their own fund when they set up the MYOB Team mobile app.
To learn more about selecting your default super fund, visit the ATO website.
To set a default super fund:
- Click your business name and choose Payroll settings.
- Choose your Default Superannuation Fund.
If your desired fund isn't listed, click Create superannuation fund to add it. Learn more about setting up superannuation funds. - Click Save.
Check your employees' email addresses and pay details
Employees who will use MYOB Team need a valid email address recorded in MYOB. If they'll be submitting timesheets, make sure their pay basis is set to hourly and their standard pay contains no hours (what's Standard pay?). You should also check that their super fund and tax details are complete.
Here's what to do:
Go to the Payroll menu and choose Employees.
Click the name of an employee that will use MYOB Team. The employee's details will appear.
On the Contact details tab, make sure to enter a valid email address. This will be the same email address the employee must use to sign in to the MYOB Team app.
- If the employee will be submitting timesheets using MYOB Team:
- Click the Payroll details tab.
- On the Salary and wages tab, ensure the Pay basis is set to Hourly. Salary based employee's can't submit timesheets using MYOB Team.
- On the Superannuation tab, ensure you've chosen your employee's superannuation fund and entered their employee membership number (employees can also chose their own fund when they set up the MYOB Team mobile app).
- On the Taxes tab, ensure you've selected the correct tax table for your employees. If you're still waiting for their tax file number or don't yet know it, select Waiting on TFN declaration – you can always update this later.
- On the Standard pay tab, ensure there are no hours recorded. Any hours here will be included in their pay on top of submitted timesheet hours.
- Click Save.
- Repeat from step 2 for all employees that will be using MYOB Team.
Turn on the timesheet preference
If you're already using timesheets in MYOB, you'll have this preference activated. But if it isn't here's to how to switch it on:
- Click your business name and choose Payroll settings.
- On the General payroll information tab, select Use timesheets to track employee hours.
- Choose the first day of your timesheet period from the Week starts on list.
If your pay date varies, for example you pay monthly, it doesn't matter which day of the week you select.
- Click Save.
2. Add your employees
You can now open the MYOB Team admin portal to finish the setup.
Let's start by adding your employees to the MYOB Team admin portal. You'll invite your employees to use MYOB Team in task 5 below.
- Go to the Payroll command centre and click MYOB Team.
- If prompted, sign in to your MYOB account. The MYOB Team admin portal opens on the My businesses page, showing all of your online company files.
Click the company file that you want to set up MYOB Team for.
- If a message appears requesting MYOB Team to access your company file, click Allow access. You can now start adding your employees to MYOB Team.
- Click the Employees tab.
- Click Add employee. A list of employees in the company file appears. If you need to add any new employees to your MYOB business, see Adding an employee.
Select the employees you want to add to MYOB Team.
If an employee you'd like to add can't be selected (their name is greyed out), you need to go to the Employee Card in AccountRight and enter a valid email address for the employee. See the setup tasks above for more details.
- Click Add employees.
You can now set up your business locations - see the next task for details.
3. Set up business locations
Locations are your business's physical workplaces, departments or teams of employees. You'll choose a time capture type for each location, based on your business needs and how you want your employees to submit their hours.
Verifying attendance at a location
If your employees clock on and off using the MYOB Team mobile app or a tablet kiosk, you can use either geolocation or photo capture to reduce time theft and increase transparency around employee attendance. You can verify submitted geolocations and photos when approving timesheets.
| Feature | Use with | Description |
|---|---|---|
| Geolocation | Mobile phone app | See whether employees clock on and off within 200 metres of the business location. Employees will need to have mobile phone location services turned on when clocking on and off. |
Photo capture | Tablet kiosk | Captures a photo of an employee each time they clock on or off using the tablet kiosk. |
To set up a location:
- In the MYOB Team admin portal, click the Locations tab.
- Click Create location. The Create location page appears.
- Enter the location name and address.
- Select a Time capture type. The options you're given are based on the timesheet preference you set in AccountRight (see task 1a above).
Clock on, Clock off mobile: for businesses whose employees will use their mobile device to capture and prove attendance with high accuracy
- Clock on, Clock off - tablet kiosk: for businesses with a fixed location(s) and an emphasis on capturing and proving attendance with high accuracy on a kiosk tablet
Timesheets (Payroll only): employees use their mobile device to record their time retrospectively (ie at end of day or week) and the business has lower emphasis on proving attendance
Timesheets (Payroll & Time Billing): as above, but for businesses who also wish to capture employees time for time billing purposes
The time capture type can't be changed after you've saved the location. Instead, you'll need to delete the location then create a new location with the different time capture type selected.
- Choose your timezone.
(Optional) Enable geolocation or photo capture for this location. Photo capture is available for tablet kiosks, and geolocation is available for mobile phones.
- Select the option Enable geolocation or Enable photo capture.
- Click View my legal obligations and read the displayed information.
- Select the option to acknowledge you understand your legal obligations.
You can verify an employee's submitted geolocations and photos in the MYOB Team admin portal.
Here's our example location:
- Click Save.
You can now add approving managers to each location - see the next tasks for details.
4. Add approving managers
If you have an employee who is an approving manager, like a team leader, you can give them the ability to approve and edit timesheets for the employees assigned to them in a location. When you add an approving manager, they'll be sent an invitation to use MYOB Team.
You may need to set up the approving manager as an employee
If you'd like to add an approving manager who is not currently an employee, like the business owner or bookkeeper, you'll need to set them up as an employee in MYOB Business (just create a new employee record for them and enter their name and email address on the Contact details tab.
If you don't want to include this employee in pay runs, select Inactive employee in the Contact details tab:
Alternatively, if you are the going to be the approving manager and you're not an employee, but a contractor (such as the business's accountant or bookkeeper), you can:
- Add yourself as an employee in MYOB Business.
- Choose Other (not reported) as your Employment basis (on the Payroll details > Employment details tab):
- Select Hourly as your Pay basis (Payment details > Salary and wages tab):
You can then add yourself as an employee in the MYOB Team admin portal as described in task '2. Add your employees', above.
Whoever you choose to be the approving manager, follow these steps:
To add an approving manager to a location:
- In the MYOB Team admin portal, click the Locations tab.
- Click a location.
- From the Select an approving manager list, choose an employee.
- Click Add and invite. The employee is listed as an approving manager and will be sent an invitation to download the MYOB Team mobile app.
- If you want to:
- add another approving manager for the current location, repeat from step 2
- add approving managers to other locations, repeat from step 1.
You can now assign employees to each approving manager - see the next task for details.
5. Add and invite employees to a location
You can now assign employees to one or more locations. This also sends an invitation to those employees to use MYOB Team.
- In the MYOB Team admin portal, click the Locations tab.
- Click a location.
- Click the approving manager.
- From the Select employee list, choose an employee to assign to the approving manager.
- Click Add.
- Repeat from step 4 for all employees you want to assign.
- Click Add and invite. The selected employees will be sent an email with a link to download the MYOB Team mobile app.
- If an employee works in multiple locations, repeat these steps to add them to each location.
Accepting the invitation
Once employees download the mobile app, they'll need to create an MYOB account prior to signing in (unless they already have one). They'll do this by clicking Create an account on the sign in screen, then follow the prompts. When creating their account, employees must use the same email address as the one saved in their employee card in AccountRight.
Self-onboarding
When an employee first signs into the MYOB Team mobile app, they'll be prompted to enter any personal, tax and superannuation details that are missing from their employee record in MYOB. This eliminates paperwork, reduces your data entry, and simplifies your workflow.
For all the details on using the MYOB Team mobile app, see this help topic (you might even want to send it to your employees for their reference).
What's next?
Once you're set up and you've invited your employees, find out about:
- Using the MYOB Team admin portal - to add rosters, approve and maintain timesheets, and more.
- Setting up and using MYOB Team on a tablet kiosk - if your business wants to use an on-premises tablet kiosk to allow employees to clock on and clock off.
- Tracking time using MYOB Team - how your employees and approving managers can use the mobile app to clock on and off, submit and approve timesheets and view rosters.
Other ways to enter timesheet hours
Enter timesheets manually
If you don't want to use MYOB Team, you can still enter employee timesheets directly into the new MYOB Essentials via the timesheets function (Payroll menu > Timesheets):
See Timesheets.
Import timesheets
You can also import timesheets from a CSV or TXT file.
For the easiest import, we recommend using a sample file. It works like a template and ensures the required information is entered in a format that's accepted by MYOB.
See Importing timesheets.
