Following this article will help you set the general settings for your payroll's frequency, deadline and payday based on the below available settings.
To add or update your Pay Schedules, go to
- Go to Company Settings
- Click on the Payroll page.
- Input the details for the pay schedule
First Pay Period
Whilst the pay schedule is on the first period, you will see:
- option to Start the First Payroll On...
- Preview of the period end, pay date, deadline and cut-offs.
Note that the first pay period of each schedule can only be updated from the settings. This will ensure that you have the correct settings going forward.
Available Settings
-
Pay Frequency: how frequently your employees will be paid. The options available are:
- every week
- every two weeks
- every four weeks
- every month
- 4-4-5
- Payroll Deadline: this is to note your deadline to process the payroll
-
Payday: The day employees get paid (appears in payslip). This can be selected as:
- ... day of the month (e.g. 27)
- ... of the period:
- last weekday of the period (e.g. last Monday, last Friday, last day, etc.)
- weekday before last Sunday (e.g. Friday before last Sunday)
- 1st/2nd/3rd/4th weekday of the period (e.g. 4th Friday)
- penultimate day / penultimate working day
- ... days after the period (e.g. 3 days after the period)
- ... working days after the period (e.g. 5 working days after the period)
-
Included Bonuses Until:
- Before next pay (i.e. until 1 day before next pay day)
- Pay with period (i.e. until the period end)
- Last day of Month (i.e. until the end of calendar month)
In addition to the above, should the day be on a Bank Holiday or weekend, the payday will automatically be assumed to be the last working day before the selected date.
Period Offsets
Some companies that have had historic offsets will also see an option to set period and tax offset.
An offset is a variation in the standard week, for example, when a company runs a 3-week payroll instead of a 4-week payroll at the start of the year.
- Period Offset: A period offset changes the expected end-date of the periods by a number of weeks.
- Tax Offset: A tax offset adds week-offsets in the FSS calculation.
Tip: Both offsets can be set in positive or negative numbers. If unsure, we recommend to re-save a payslip, check the FSS Calculation, and make further corrections if required.
Note: These options will only appear on select accounts for which this setting has been applied.
Adding Multiple Pay Schedules
A company may have more than one schedule (e.g. some employees paid bi-weekly, whereas others paid every four weeks).
To add an additional Pay Schedule:
- Click Add Another Pay Schedule
- Adjust the settings
- Click Save
Assigning Employees to Pay Schedules
If you have multiple pay schedules, selecting a Pay Schedule for each employee in their Job & Salary details as outlined below is mandatory.
Unique Bank Payroll References
If you are issuing SEPA File for Bank Transfers for multiple pay schedules on the same day, you may know that you need a unique name to distinguish between the SEPA Files.
For each Pay Schedule, on the right you will have a button to show the Bank Payroll Reference Number. Set this as a unique number, and it will be used in the SEPA File downloaded.