Why is a worker missing from my pay run?
A worker's hours only go into a pay run when their timesheet is Approved, falls in the pay period you picked and, for Xero, belongs to an employee.
Common reasons
| Why | What to do |
|---|---|
| Their timesheet isn't approved yet. It may be Pending, Time Verified or Unapproved. | Check and approve it. See How do I approve or reject timesheets? |
| Their timesheet is Onsite. They haven't checked out. | Wait for them to check out, or check them out by hand, then approve the timesheet. |
| Their timesheet falls in a different pay period. | Pick that pay period on the Timesheets page and include it in that period's pay run. |
| They are an Internal Subcontractor or External Subcontractor. Xero pay runs are for employees only. | Check their Employment Type on their app user profile. |
| Time Tracking is off for them, so no timesheets are made. | Turn on Time Tracking for the worker. See Why aren't a worker's hours showing on timesheets? |
| They aren't linked to their Xero employee record. You see the Something is missing window. | Link them in Map Employees, then create the pay run again. |
Example
You are about to create the Xero pay run for 12–18 October. Five employees worked, but only four have timesheets in the list. Sam is missing.
- You clear the Status filter so every timesheet in the pay period shows.
- Sam's Friday timesheet shows Pending. Nobody approved it.
- You check the hours and approve it.
- You set Status back to Approved, tick all five workers' timesheets and click Pay Run.