--- title: Approving hours and export description: Hours worked need to be checked and approved each day and week before you can export for payroll. --- [Skip to content](https://help.kobas.co.uk/approving-hours#main-content) English Show submenu for translations [More support](https://help.kobas.co.uk/kb-tickets/new?hsLang=en) [![kobas-logo-inverted-1200px-w-72ppi](https://help.kobas.co.uk/hs-fs/hubfs/kobas-logo-inverted-1200px-w-72ppi.png?width=140&height=34&name=kobas-logo-inverted-1200px-w-72ppi.png)](https://help.kobas.co.uk/?hsLang=en) - Top Articles Show submenu for Top Articles - [🖨️ Printer Issues](https://help.kobas.co.uk/printer-troubleshooting) - [💻 Tills, KDS & UPS Issues](https://help.kobas.co.uk/till-ups) - [📱MPoS (tablet) Issues](https://help.kobas.co.uk/mpos) - [🌐 Network Issues](https://help.kobas.co.uk/network-troubleshooting) - [Log into Kobas Cloud](https://login.kobas.co.uk/) - [Ticket Portal](https://help.kobas.co.uk/tickets) Open main navigation Close main navigation - Top Articles Show submenu for Top Articles - [🖨️ Printer Issues](https://help.kobas.co.uk/printer-troubleshooting) - [💻 Tills, KDS & UPS Issues](https://help.kobas.co.uk/till-ups) - [📱MPoS (tablet) Issues](https://help.kobas.co.uk/mpos) - [🌐 Network Issues](https://help.kobas.co.uk/network-troubleshooting) - [Log into Kobas Cloud](https://login.kobas.co.uk/) - [Ticket Portal](https://help.kobas.co.uk/tickets) - English Show submenu for translations - [More support](https://help.kobas.co.uk/kb-tickets/new) How can we help you? - There are no suggestions because the search field is empty. 1. 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[Rota Scheduling](https://help.kobas.co.uk/teams?hsLang=en#rota-scheduling) January 7, 2026 # Approving hours and export ## Hours worked need to be checked and approved each day and week before you can export for payroll.   ***Who can use this feature:** 🥇Accounts on the Starters as an add-on, on Mains (if this is a chosen included feature) or All You Can Eat. 🔐Users with access to **Hours Worked \> Approve** settings.* Jump to: - [Approving hours worked](https://help.kobas.co.uk/approving-hours#approving) - [Approving payroll export](https://help.kobas.co.uk/approving-hours#export) - [Notes](https://help.kobas.co.uk/approving-hours#notes) For more detailed information as to Tronc Weighting and how Tips and Gratuities are distributed, please [read this article](https://help.kobas.co.uk/gratuities-service-charges-and-tips?hsLang=en).  --- ### Approving hours worked #### Daily Hours are approved each day by the manager completing the venue [Closing Tasks](https://help.kobas.co.uk/completing-your-daily-tasks?hsLang=en). #### Weekly **Note:** In order to add shifts that have been missed during Closing Tasks at the stage of Hours Worked approval, is only possible by those with the [permission level](https://help.kobas.co.uk/setting-staff-user-permission-levels?hsLang=en) **Hours Worked \> Approve**. Each venue will need to check over their hours by going to **Rotas \> Rotas** and choosing the week concerned. Filter by Venue, press **View**, and then press **Hours Worked**. You can see from this view which venues have approved their hours for that week.  Scroll down to check each shift and press **Edit** or **Edit Charge** as required. Once you are satisfied that the hours are correct, scroll back to the top and press the **Approve Hours** button (this can be removed in the same place by an Administrator if required). **Note:** In order to remove hours' approval, for further changes to be made, this requires a user with the **Administration** [permission level](https://help.kobas.co.uk/permission-levels?hsLang=en). --- ### Approving the payroll export Before you can export payroll, each venue's hours will need to be approved for each week of the export. You can see an overview of the venues approval status by going to **Rotas \> Rotas \>** choose the correct week **\> Hours worked**: ![](https://help.kobas.co.uk/hs-fs/hubfs/image-png-Jul-10-2024-09-30-47-5598-AM.png?width=670&height=324&name=image-png-Jul-10-2024-09-30-47-5598-AM.png) Once all venues are approved, go to **Rotas \> Rotas \>** choose the correct week **\> Hours Worked**. You will now notice a link "Approve Export" has appeared, and will need clicking. Note that the system will not require you to approve hours for "closed" sites. ![](https://help.kobas.co.uk/hs-fs/hubfs/image-png-Jul-03-2024-10-09-10-4293-AM.png?width=612&height=144&name=image-png-Jul-03-2024-10-09-10-4293-AM.png) Once you’ve done that, go to **Reports \> Team Analysis \> Hours Export**. ![](https://help.kobas.co.uk/hs-fs/hubfs/image-png-Jul-03-2024-10-09-56-1064-AM.png?width=612&height=124&name=image-png-Jul-03-2024-10-09-56-1064-AM.png) Then select the **Date Range** required and the **Venues** and press **Generate Report**. Be aware that the report generates “Offline” meaning you will get a spinning wheel for a while because the report is pulled by our servers. Once it’s ready, you’ll be able to press **View**, but it usually takes a while. **Top Tip:** In order to export the Hours Worked, you will need to make sure other settings are correct. The Generic Payroll export should be activated in [Kobas System Preferences](https://help.kobas.co.uk/system-preferences?hsLang=en), and the Sage Payroll Export activated within [Integration Settings](https://help.kobas.co.uk/sage-payroll?hsLang=en). You can then **Download Generic Payroll Export** or **Download Sage Payroll Export,** depending on how payroll would like the information formatted. **Warning:** Please be aware that the export does not show the pay for holidays taken, and this should be calculated by your payroll software or provider. This includes the variable Holiday Pay calculations for [Irregular Hours Workers](https://help.kobas.co.uk/irregular-hours?hsLang=en). We make this calculation purely for your [Labour Financial Analysis](https://help.kobas.co.uk/labour-analysis?hsLang=en) within Kobas. The export will show the hours of holiday taken in the period for all staff. --- ### Notes #### Dealing with multiple pay rates Within Kobas, each of your staff members will have one pay rate. This is a suggested route to manage situations where a staff member may receive different rates of pay for undertaking different roles. 1. Set the staff member up on their regular rate of pay. 2. Export a Generic Hours export report. 3. Note the number of hours where the staff member is paid a higher rate. Work out the pay difference per hour from their base rate and calculate the total owed. 4. Run your usual payroll run, adding the additional pay from step 3 as "additional pay". #### Sick, or other, pay allowances Please note that Kobas doesn't calculate Sick Pay or any other type of leave (such as Maternity), and these items will need to be calculated outside of Kobas. #### Kobas System Preferences There are several settings within [**Administration \> Kobas System Preferences**](https://help.kobas.co.uk/system-preferences?hsLang=en) that you will need to consider in relation to Hours Exports, Tips, Hours Rounding, and Irregular Hours Holidays. #### Report financial lines The Total row on the **Expenditure Summary** on this report is calculated not to include the Pension Contributions row. The Pension Contributions are not exported, as actual Pension totals should be calculated by the payroll provider. #### Working when the clock changes The system will not automatically make adjustments for those working across a period where the clocks change. In the UK, the clocks officially change at 2 am, whether backwards or forwards. If you work 9 pm - 3 am, this should total 6 hours (assuming no unpaid breaks are included). If this shift spans the time ***clocks go back***, then the staff member would (technically speaking) finish at 2 am but still have worked 6 hours. Our system will calculate that shift as 5 hours. Therefore,  when approving hours, another hour will need to be added, and a note put in the notes section to correct this. **Note**: Please note that when you export Hours Worked for your Payroll, the export will only contain a Pay Reference ID that was present on the staff profile at the time of the export. This cannot be added retrospectively. 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