Payroll settings

The finance settings page controls how timesheets connect to payroll, invoicing and scheme exports. These settings affect payroll cycles, kilometre calculations, NDIS and CHSP exports, pay levels and charge codes.

Accessing payroll settings

Go to Settings → Finance to view and update finance-related settings.

Timesheets

Setting	Description
Payroll Start Date	The earliest date that payroll exports cover. This is generally the start date of your first payroll cycle
Payroll Cycle Days	Controls the preset drop-downs in pages such as data export and all timesheets
Default cancellation charge	The default percentage amount applied when marking a client shift as on leave
Load data on Data Export page by default	Set to No to let you update the date range before data loads, which helps with large datasets

Kilometre

Setting	Description
Max minutes between shifts	Shifts with a gap exceeding this threshold are excluded when using Calc KM on the timesheets page
Max KM warning	Kilometre values above this threshold are flagged when using Calc KM
Charge rate	The amount charged per kilometre when exporting invoices to Xero
Charge code	The inventory item code used when exporting kilometre charges to Xero
Pay codes	Separate pay codes for KM, KM (between shifts) and travel time, used when exporting timesheets for payroll
NDIS KM fields	Fields for the NDIS claim export file

NDIS

Select the data to use for the ClaimReference column in the NDIS claim export file.

CHSP

Setting	Description
Insurance Per Hour	The insurance cost per hour for CHSP exports
Payroll code	The deduction code used when exporting to MYOB supplier invoice, Xero Purchase Order and Xero Supplier Invoice
Add Percentage to Total Hours	Adds extra minutes to the shift when exporting to DEX

Pay level

Update the labels of your pay levels here. These labels are reflected on the Services page.

Charge and expense

Setting	Description
Extra Charge to Client Code	Used when a timesheet has an extra charge to client. This is the first available code when marking an expense as Is Charge. It needs to match an inventory item in Xero for export
Expense Reimbursement Code	Used when a timesheet has an EC Reimbursement amount. This is the first available code when marking an expense as Is Reimbursement. It needs to match a pay item in Xero for export
Extra Charge Meal Code	Used for invoice export when the shift has a meal cost associated
Extra Charge Transport Code	Used for invoice export when the shift has transport costs associated
First Aid Allowance Code	Code used to export the first aid allowance on the data export page
First Aid Allowance Rate	Rate applied when exporting the first aid allowance
Supplement Code (Xero Purchase Order)	Code for supplement items on Xero Purchase Order exports
Supplement Rate (Xero Purchase Order)	Rate for supplement items, with the same quantity as the shift

Running into issues?

See Timesheet troubleshooting for common errors and fixes.

Travel time and kilometres

Overview of how Visualcare captures transport and between-visit kilometres

Roster time settings

Configure shift timing, late shift thresholds, and roster behaviours

All timesheets

View all timesheets across the organisation

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Accessing payroll settings

Timesheets

Kilometre

NDIS

CHSP

Pay level

Charge and expense

Running into issues?

Travel time and kilometres

Roster time settings

All timesheets

​Accessing payroll settings

​Timesheets

​Kilometre

​NDIS

​CHSP

​Pay level

​Charge and expense

​Running into issues?

​Related articles

Travel time and kilometres

Roster time settings

All timesheets

Accessing payroll settings

Timesheets

Kilometre

NDIS

CHSP

Pay level

Charge and expense

Running into issues?

Related articles