--- title: "Run payroll and export it" description: "Turn on Payroll, run a pay period from finalized timesheets, approve it, and export a CSV to import into your payroll provider." type: guide updated: 2026-10-09 canonical_url: https://help.nestlicare.com/owners/staff/export-payroll roles: ["super_admin"] platforms: [web] --- NestliCare works out each person's pay from their finalized timesheets and pay rate. You then export a CSV and import it into the payroll provider you already use. Only owners and super admins can run payroll. ## Before you start - **Turn Payroll on.** It is off by default. The owner turns it on in **Settings → Features → Payroll**. That also turns on Timesheets, which payroll needs. Once it's on, **Payroll** appears under **Staff & Time**. - **Set pay rates.** Each person needs a pay type and rate. See [Set a pay rate](/owners/staff/set-a-pay-rate). - **Finalize the timesheets** for the period. See [Finalize timesheets](/owners/staff/approve-a-timesheet). ## Check your payroll settings **Staff & Time → Payroll** opens on its **Settings** tab. Here you set: - **Pay Frequency**: weekly, biweekly or monthly. - **Organization State**: decides which withholding forms staff are asked to fill in. - **PTO Hours per Day**: how many hours one paid leave day is worth. - **Overtime Multiplier**: for example 1.5 for time-and-a-half. Hours past 40 in a week count as overtime. - **Auto-generate Payroll Runs**: creates draft runs for you on schedule. - **Require Tax Documents Before Payroll**: leaves out anyone missing a W-4 or I-9. Click **Save Payroll Settings**. The **Staff Pay Rates** bar shows how many people have a rate set. **Staff Readiness** lists who is missing tax documents. ## Run a pay period 1. Switch to the **Payroll Runs** tab and click **Run Payroll**. 2. **Configure**: enter **Period Start**, **Period End**, **Pay Date** and **Frequency**. You can pick one center, or leave it blank for all. 3. **Select Staff**: everyone is included by default. Untick anyone to leave out. 4. **Review Hours**: check regular and overtime hours for each person. 5. **Confirm**: check the totals, then click **Generate Payroll Run**. The new run is a **Draft**. You can still change it. ## Fix things before you approve On a draft run, click **Edit Payroll**. Each person's line then shows: - **Add Adjustment**, to add or take away an amount, such as a bonus or a correction. - **Add Deduction**, to record a deduction for that person. **Copy Deductions** copies deductions from your most recent completed run. Click **Done Editing** when you're finished. When it looks right, click **Approve**. An approved run can't be edited. To start over, click **Void** on the run, then run the period again. ## Export the CSV 1. Open the approved run and click **Export CSV**. You can also use the export icon on the run's row in the list. 2. In your payroll provider, find its hours or payroll **import** option and upload the file. 3. Check the imported numbers, then run payroll there as normal. ## What's in the CSV One row per person, with these columns: - **Who:** Employee ID, First Name, Last Name, Email, Employment Type - **Rate:** Pay Type, Hourly Rate, Annual Salary - **Hours:** Regular Hours, OT Hours, PTO Hours - **Pay:** Regular Pay, OT Pay, PTO Pay, Gross Pay, Adjustments - **Withholding and deductions:** Federal WH, State WH, Social Security, Medicare, Pre-Tax Deductions, Post-Tax Deductions, Total Deductions - **Net Pay** - **Payment:** Payment Status, Payment Method, Payment Reference The pay period dates are not in the file. Note them when you import. ## Troubleshooting **There's no Payroll tab under Staff & Time.** Payroll is off. The owner turns it on in **Settings → Features → Payroll**. **Someone is missing from the run.** Check they have a pay rate. If **Require Tax Documents Before Payroll** is on, check **Staff Readiness** for a missing W-4 or I-9. **My provider says "unknown employee."** The Employee ID doesn't match theirs. Set **Employee ID** on the person's staff record (**Staff & Time → Staff**, pencil **Edit**) to match, or match the person by hand during import. **Overtime looks wrong.** Overtime is hours past 40 in a week, paid at your **Overtime Multiplier**. Check the multiplier on the **Settings** tab, and check the week's timesheets for a punch left open too long. **I approved a run with a mistake.** Approved runs can't be edited. **Void** it and run the period again. **A center admin can't open Payroll.** That's expected. Payroll is for owners and super admins only. Related: [Finalize timesheets](/owners/staff/approve-a-timesheet), [Set a pay rate](/owners/staff/set-a-pay-rate), [Approve staff leave requests](/owners/staff/leave-requests).