Set up payroll
Turn on Payroll, set staff pay rates, choose your pay frequency and PTO and overtime settings, then export approved hours as a CSV for your payroll provider.
Once you turn on Payroll, approved timesheets flow into payroll runs that you export as a CSV and import into your payroll provider. NestliCare doesn't run payroll itself. There's no tax filing and no direct deposit. Your provider keeps doing that part.
Payroll is for owners. You set it up yourself; there's nothing to request.
How it works
| Step | Where it happens | Who handles taxes and filings |
|---|---|---|
| Track and approve hours | NestliCare (Timesheets) | — |
| Run payroll and export a CSV | NestliCare (Payroll) | — |
| Import the CSV and pay staff | Your payroll provider | Your provider |
1. Turn on Payroll
- Go to Settings → Features.
- Turn on Payroll. This also turns on Timesheets & Time Tracking.
- Under Payroll, check that Payroll mode is set to CSV Export.
If you open Staff & Time → Payroll and see an Enable Payroll button, click it.
2. Set each person's pay rate
On Staff & Time → Payroll → Settings, the Staff Pay Rates card shows how many staff have a rate set, for example "4 of 6 configured". To fill in the rest, click Manage Staff, then Edit on each person and set their pay type and rate. See Set a pay rate.
3. Check your payroll settings
On Staff & Time → Payroll → Settings, the Payroll Configuration card has:
- Pay Frequency: Weekly, Biweekly or Monthly.
- Organization State: which withholding forms staff are asked to complete. It doesn't change hours or pay.
- PTO Hours per Day: how many hours a day of paid time off counts as.
- Overtime Multiplier: for example 1.5 for time-and-a-half.
- Auto-generate Payroll Runs: creates draft payroll runs on your schedule. Leave it off if you'd rather start each run yourself.
- Require Tax Documents Before Payroll: staff missing required documents (W-4, I-9) are left out of payroll runs.
Click Save Payroll Settings when you're done.
Overtime hours are counted on the Timesheets page, after 40 hours in a week. Break rules are set there too, under Break rules.
4. Check staff readiness
Click Staff Readiness on the Payroll page to see which staff are missing tax documents. This matters if you turned on Require Tax Documents Before Payroll.
Run payroll
- Approve timesheets for the period. See Approve a timesheet.
- Start a payroll run and download the CSV. See Export payroll.
- Import the CSV into your payroll provider.
Troubleshooting
I can't see Payroll. It's off. Turn it on under Settings → Features → Payroll. Only owners see the Features tab.
Payroll turned off by itself. Someone turned off Timesheets & Time Tracking, which also turns Payroll off. Turn Payroll back on.
A staff member is missing from a payroll run. If Require Tax Documents Before Payroll is on, check Staff Readiness for missing documents. Also check that they have a pay rate.
My provider rejects the CSV with "unknown employee." The employee ID in the CSV doesn't match your provider's. Set Employee ID on that person's staff profile (Staff & Time → Manage Staff, then Edit) to the ID your provider uses.