Xero Errors when Sending Leave to Payroll

This article covers the most common errors between ClubsHR and Xero when trying to send leave to Xero.

This employee does not have a 'Leave Type’ set up in Xero. Please fix in Xero and try again.

Xero Article: Set up an employee's leave entitlements – Xero Central

Please note: There are various different leave types and methods to add leave to a staff member including Default Leave Types and Additional Leave Types. All are covered in the article above in full detail.

Default Leave Types

1. Log into Xero.

2. In the Payroll menu, select Employees.

3. Select the Employee.

4. In the Employment tab, check the employee has a payroll calendar and earnings rate assigned.

5. In the Leave tab, click Assign Default Leave Types.

6. Click on the balance shown in blue under a leave type to edit the default accrual settings.

7. Select the Leave Calculation Method, then complete the remaining fields. The available fields differ based on the calculation method selected.

8. Click Save.

Additional Leave Types

1. In the Payroll menu, select Employees.

2. Click the name of the employee to open their details.

3. In the Leave tab, click Assign Leave Type.

4. From the Leave field, select the leave type you want to assign.

5. Select a Leave Calculation Method, then enter the remaining details.

6. Choose either Not Paid Out or Paid Out to set the treatment of any outstanding leave balances when terminating an employee.

7. Click Save.

This employee does not have an ‘Ordinary Hours’ earning rate in Xero. Please fix in Xero and try again.

Xero Article: Add an employee – Xero Central

1. Log into Xero.

2. In the Payroll menu, select Employees.

3. Select the Employee.

4. Select the Employment tab.

5. Under Ordinary Earnings Rate, select the employee's usual earnings rate. Use this same rate in the employee's pay template, as both leave accruals and payments are calculated using this earnings rate.

6. Click OK, then click Save.

This employee does not have a matching pay calendar cycle between ClubsHR and Xero. Please fix in Xero and try again.

Xero Article: Add an employee – Xero Central

1. Log into Xero.

2. In the Payroll menu, select Employees.

3. Select the Employee.

4. Select the Employment tab.

5. Under Payroll Calendar, select the employee's pay frequency. NOTE: This needs to match the pay cycle in ClubsHR.

6. Click OK, then click Save.