Assign Xero Pay Items to Shift Pay Rates | Diversity Sync'd Help Center

For Admins, Managers, and payroll users: Use this article to assign Xero pay items to shift pay rates before syncing timesheets.

Staff members should contact their manager or payroll administrator if they believe their pay rate or hours are incorrect.

Open Shift Pay Rates

Go to Finance > Shift Pay Rates.

This page lets you connect Diversity Sync’d shift pay rates to the matching Xero earnings pay items for your selected Xero organisation.

At the top of the page, check the Xero account badge to confirm you are mapping rates for the correct organisation.

Use the Search pay rates field to find a specific rate more quickly.

You can search for terms such as:

The page groups shift pay rates into sections including:

Each section includes the shift conditions that may affect how staff hours are paid.

Find the relevant shift pay rate, then open the dropdown on the right.

Select the matching Xero earnings pay item.

For example:

Diversity Sync’d shift pay rate	Example Xero pay item
Casual Loading	Ordinary Hours
Casual Loading Overtime	Overtime Hours
Part Time Saturday	Part Time Saturday Hours
Full Time Night	Full Time Night Hours
Full Time Saturday	Full Time Saturday Hours
Full Time Overtime	Full Time Overtime Hours

Select None if the pay rate is not used by your organisation or does not need to sync to Xero.

Map every shift pay rate that may be used by your rostered staff.

For example:

Map Part Time Saturday when part-time staff may work Saturday shifts.
Map Full Time Night when full-time staff may work night shifts.
Map Full Time Overtime when full-time staff may work beyond their ordinary hours.
Map Casual Loading when casual shifts include loading hours.

You do not need to map every available row if the rate is not used.

However, if a rostered shift uses a pay rate that remains set to None, the timesheet may fail to sync to Xero.

Before syncing timesheets, confirm that:

The correct Xero account is selected.
The staff member’s employment type matches the mapped section.
The required shift pay rate is not set to None.
The selected Xero pay item is active in Xero.
The pay item matches the type of worked hours, such as ordinary, overtime, Saturday, or night hours.

Once the required rates are mapped, review the staff member’s hours in Finance > Timesheets before syncing.

Shift Pay Rates determine which Xero earnings pay item is used for rostered hours.
The dropdown only shows pay items available in the selected Xero account.
Use the Xero account badge at the top of the page to confirm you are editing the correct organisation.
Leave unused shift pay rates set to None.
A shift pay rate should only be mapped to a pay item that matches the relevant employment type and shift condition.
Shift pay rate mapping is separate from Allowances and Leave mapping.
Overtime may appear in timesheets based on the staff member’s employment type, rostered hours, and configured pay rules.

This means a rostered shift is using a rate that is not linked to a Xero earnings pay item.

To fix it:

Go to Finance > Shift Pay Rates.
Find the staff member’s employment type, such as Casual, Part Time, or Full Time.
Find the matching shift condition, such as Saturday, Night, or Overtime.
Select the correct Xero earnings pay item.
Return to Finance > Timesheets and retry the sync.

Important: Only create or change Xero pay items if you are authorised to manage payroll settings.

The earnings pay item may not exist in the connected Xero organisation.

Create the pay item in Xero first:

A Xero earnings pay item may already be mapped to another shift pay rate.

Select a different matching pay item, or create a separate earnings pay item in Xero for that specific rate.

For example, use Part Time Saturday Hours for Part Time Saturday instead of using a pay item already assigned to another rate.

Check that: