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Everything comes from approved timesheets and leave for the dates you export.

• Approved hours go as normal pay, at pay rate 1, 2 or 3 depending on the role worked.
• Hours worked on a public holiday go as Public Holiday Worked (1.5), so Smartly pays time and a half. If the holiday was a normal working day for the person, they also get Alt. Public Holiday Earned (one alternative holiday).
• A public holiday off on a normal working day goes as Statutory Holiday Taken.
• Annual, sick, bereavement, family violence and alternative holiday leave, and leave without pay go as the matching Smartly leave type.
• Other leave types (study, jury service and so on) go as special leave, with a code you choose. The export asks for it.
• Allowances go with each allowance's Smartly code, and Smartly pays them at the person's rate in Smartly.
• Overtime pay rules are not in the file. Smartly's own pay rate rules handle overtime.

Step 1: Give Public Holiday Worked (1.5) a Code in Smartly

This is how RosterMates tells Smartly a shift fell on a public holiday, so Smartly applies the time and a half.

1. Log in to Smartly.
2. In the sidebar, select Settings, then Payroll settings.
3. Select the Special Leave tab.
4. Under Description, find Public Holiday Worked (1.5) and select it.
5. Type a number into its code. We recommend 150, because Smartly doesn't use it for anything else. Smartly's codes are numbers only.
6. Save.

The first time you export a pay period where someone worked a public holiday, the RosterMates export preview asks for this code. Type the same number and click "Save & rebuild file". RosterMates remembers it after that. Until a code is saved, those hours would go to Smartly at the normal rate, and the preview warns you.

If Public Holiday Worked (1.5) isn't available for someone, Smartly switches it on per contract group: Settings → Payroll settings → Contract groups, choose the group, open Special Leave under Leave Entitlements and tick Public Holiday Worked (1.5).

Step 2: Copy Each Employee's Smartly Code into RosterMates

1. In Smartly, select People in the sidebar to see your employees with their employee codes.
2. In RosterMates, go to the Manage tab and select the employee in the employee sidebar.
3. Open the Employment tab and scroll down to Banking Details.
4. Type their Smartly employee code into Payroll Employee ID, exactly as Smartly shows it, and save.

Repeat for everyone you pay through Smartly. The export preview lists every employee with their code, and anyone without one is flagged and left out of the file until you add it.

1. In RosterMates, approve the pay period's timesheets. On a public holiday, fill in the public holiday table on the timesheet too.
2. Go to Summary, set the dates to the pay period, click Export and choose Smartly.
3. Read the preview: every employee and their code, public holidays in the period, any leave type or allowance that still needs a code, and which role goes as which pay rate. Then click Download CSV.
4. In Smartly, open Timesheet import from the pay run options. Smartly asks that there are no unprocessed pays for that pay period.
5. Upload the CSV, check the rows Smartly shows for errors or warnings, enter the Direct Credit Date and submit. Smartly creates the pays.
6. Check the pays in Smartly, then process the pay run as usual.

If something needs fixing, correct it in RosterMates, export again and use Re-import timesheet in Smartly.

Smartly gives each person a main pay rate plus up to two additional pay rates. RosterMates fills them like this:

• Pay rate 1 (main rate): the Default Hourly Rate on the Employment tab, and any position left blank.
• Pay rate 2: the first position, alphabetically, that has its own rate on the Assignments tab.
• Pay rate 3: the second position, alphabetically, that has its own rate.

The numbering follows the person's positions, not the shifts they happened to work, so a role is the same pay rate every pay run.

Set It Up in RosterMates

1. Go to Manage, select the employee, and on the Employment tab set their Default Hourly Rate.
2. On the Assignments tab, under Positions, type a rate into each position they're paid differently for. Leave the box blank for positions paid at the default rate.

Set It Up in Smartly

1. Go to Settings → Payroll settings and select the Contract groups tab.
2. Choose the contract group, open Additional pay rates, set them to Active with a multiplier of 1, and save.
3. Go to People, open the employee and select Payments. Set their additional rates to the same dollar amounts as their position rates in RosterMates.

Example: Mia's Default Hourly Rate is $25, with Barista (blank), Cook at $27 and Shift Supervisor at $28.50. In Smartly her main rate is $25, pay rate 2 is $27 (Cook comes first alphabetically) and pay rate 3 is $28.50.

A third position with its own rate shares pay rate 3, and the export preview warns you. Smartly's pay rate rules use the same two additional rates, so plan them together.

Allowances

1. In Smartly, go to Settings → Payroll settings → Pay components, find the allowance under Allowance (or add it) and note its code.
2. Switch it on with a rate for each person who gets it: People → the employee → Payments → Allowances.
3. The first time you export a pay period with that allowance, type its Smartly code into the export preview and click "Save codes & rebuild file".

RosterMates sends how many of each allowance a person had. Smartly multiplies that by the rate on their Payments screen, so keep that rate the same as in RosterMates.

Salaried Staff

Set the salary in Smartly. You don't need to enter it in RosterMates as well; RosterMates sends their timesheet, leave and public holidays as usual and Smartly pays their salary. If you have set them up as salaried in RosterMates, RosterMates sends only their leave and allowances, and the export preview lists anything else to add in Smartly.

Overtime

RosterMates sends every approved hour at the person's normal rate for the role. Set overtime up in Smartly's Pay rate rules (People → the employee → Pay rate rules tab → Add rule).

Keep filling in the public holiday table on your RosterMates timesheet on every public holiday. It tells RosterMates, person by person, whether the holiday was a normal working day for them and whether they worked. RosterMates then tells Smartly who worked and who didn't, and Smartly does the paying:

• Worked, normal working day: Public Holiday Worked (1.5) plus Alt. Public Holiday Earned.
• Worked, not a normal working day: Public Holiday Worked (1.5).
• Day off, normal working day: Statutory Holiday Taken. Smartly pays their usual day from their work pattern in Smartly, not from the hours in RosterMates, so keep work patterns up to date in Smartly.
• Day off, not a normal working day: nothing is sent, because nothing is owed.

Paid leave that lands on a public holiday isn't sent as leave, because the holiday is paid instead.

• Employee not found: their Payroll Employee ID in RosterMates doesn't exactly match their code in Smartly.
• Public holiday hours paid at the normal rate: no code saved in the RosterMates export, or it differs from the code on Public Holiday Worked (1.5) in Smartly.
• Special leave rows rejected: the code isn't set up in Smartly, or that special leave isn't ticked for the person's contract group.
• A leave type is missing: Smartly has no built-in type for it. Set up a special leave code in Smartly and type the same number in the export preview.
• A role paid at the wrong rate: their pay rate 2 and 3 in Smartly don't match their position rates in RosterMates (alphabetical order).
• Allowance rows rejected: the allowance isn't switched on with a rate for that person in Smartly, or the code in the export differs from its code in Smartly's Pay components.
• An allowance paid the wrong amount: the rate on their Payments screen in Smartly differs from the allowance rate in RosterMates.

Still stuck? Book a free setup call and we'll go through it with you.