A payroll calendar outlines the specific periods for processing payroll, including pay and cut-off dates for timekeeping and payroll submissions.
Configuring the payroll calendar is essential to ensure timely and accurate employee payments while aligning with the company's financial processes and regulations.
Each company within an organisation requires its own payroll calendar. Key points to consider include:
The calendar divides the year into week numbers, e.g., 202001, 202002, 202003, etc.
It tracks period end dates for weekly, fortnightly, and four-weekly pay groups. The period end date for monthly pay groups will always fall on the last day of the month.
The payroll calendar does not track payment dates.
Period end dates can be adjusted at the pay group level.
The calendar must include the current year and future years.
To assist in configuring the payroll calendar, please watch the instructional video or follow the steps outlined below.
Reuse an existing calendar
You can reuse an existing calendar as a template to create a new one. To do this, follow the steps below.
Click Settings then under Company Parameters, click Calendars.
From the Company drop-down menu, select the relevant company.
Click Build/Rebuild Year then in the Base Year field, enter the base year you want to copy.
In the New Year field, enter the new year then click OK.
Amend week end dates
Click Settings then under Company Parameters, click Calendars.
From the Company drop-down menu, select the relevant company.
Click Amend Dates.
In the No of Days field, enter the number of days by which you want to adjust the week end dates.
In the From Period and To Period field, specify the dates you want to amend.
Click OK then click Save.
Amend new calendar
If you create a new calendar, you can make changes such as updating the week end dates or adding an extra week.
If you need to add an extra week, such as a week 53, follow these steps:
Click Settings then under Company Parameters, click Calendars.
From the Company drop-down menu, select the relevant company.
Highlight the week you want to copy, then click the three dots menu..
Click Duplicate then fill in the required fields.
Click Save.