A job sheet records a quantity for an allowance, rather than hours worked. Employees typically enter quantities via the PaySauce app, and you're paid based on how many units they record.
Common uses include:
Kilometre allowances for employees using their vehicle for work
Relief milking payments (a set amount per milking)
Piece rates such as fruit picking by the case
Job sheets work with any payment based on quantity rather than time, and can be used for both taxable and non-taxable allowances. Don't use job sheets for fixed allowances that stay the same each pay: use a regular allowance instead.
This article covers:
Creating a job sheet template at company level
Applying the template to individual employees
Viewing and editing job sheet entries during a pay run
Create a job sheet template
Before you can use job sheets with employees, you need to create a template at company level. You can create multiple templates if your business needs different types of job sheets.
Select your company name at the top left of the screen to open company settings.
Go to the Settings tab, then select Templates from the left menu.
Select the + button above the Actions column.
Enter a name for your job sheet (for example, "Kilometre allowance" or "Relief milking").
In Template Type, select Jobsheet from the dropdown.
Leave Template Style set to Simple. (The other options aren't used with the PaySauce app.)
Set Allow Costing to No, then select OK.
Note: If you use customised costing on our Premium plan, set Allow Costing to Yes and select the relevant code from the dropdown.
Edit or remove a template
To edit a template name, return to Settings > Templates, select the edit pencil icon next to the template, make your changes, and select OK.
To remove a template, select the ร icon next to it, then select Save at the top right of the screen.
Apply a job sheet to an employee
Job sheets only work with Rate and Quantity allowances: a payment type where the employee is paid a set rate multiplied by the quantity they enter.
Select the Employees icon and choose the employee.
Go to the Payments tab.
Select the + button above the Actions column.
In Rule, select Rate and Quantity from the dropdown.
Enter a title for the allowance (for example, "Km allowance").
Set Taxable to Yes or No. If you're unsure whether an allowance is taxable, check with your accountant or IRD.
If the allowance is taxable and the employee is in KiwiSaver, leave This allowance is not to be included in KiwiSaver calculations unticked unless you have specific advice that it qualifies for an exemption. Exemptions are rare โ consult a tax professional if unsure.
Set Frequency to Variable. (Employees can't enter data if this is set to Regular.)
Set Use Template to Yes.
In Template, select the template you created earlier.
Enter the Rate for the allowance (for example, the cents per kilometre).
Enter 0 for the Quantity, then select OK.
You can set up multiple Rate and Quantity allowances for the same employee, each linked to a different template.
View and edit job sheet entries in a pay run
Once you've created a template and applied it to employees, their job sheet entries will appear in Run a Pay.
View entries on a pay card
On the employee's pay card, you'll see the allowance line showing the total quantity entered for the current pay period.
The quantity field is greyed out, you can't edit it directly. To see the daily breakdown or add entries:
Select the clock icon to the right of the Rate value.
You'll see entries for each day the employee has recorded.
To add an entry, type a quantity in the box under the relevant day. If no boxes are visible, select the + symbol first.
Select Save to return to the pay card, or Close if you haven't made changes.
Note: If an employee has made an error, ask them to correct it via their app rather than editing it yourself.
View all job sheet entries
To see job sheet entries for all employees at once:
In Run a Pay, select the timesheet clock icon directly below the word Processing.
This view shows all timesheet and job sheet entries. Job sheet entries appear under Quantity Based Allowances.
Select the edit pencil icon next to any entry to view or edit it.
To download a report of all entries, select the download arrow on the left.
To return to the pay card view, select Run a Pay or the menu icon (four horizontal lines) below Processing.
Troubleshooting
Employee can't see the job sheet in their app
Check the following on the employee's payment line:
Frequency is set to Variable (not Regular)
Use Template is set to Yes and a template is selected
The employee is in a current, open pay period
The employee's pay card hasn't been calculated yet โ it must still be in the data entry stage (not moved to the Done area)
Employee entered the wrong quantity
Ask the employee to edit the entry themselves via the PaySauce app. They can correct entries for the current pay period before you calculate their pay.
Job sheet entries aren't showing on the pay card
Check that the allowance is set up as Rate and Quantity (not a fixed amount) and that a template is linked. If you've just set it up, the employee may need to refresh their app.