PR - Payroll Calendars

Payroll Calendars Overview

The system uniquely identifies each pay run by its Period End Date.

This calendar is used to set up and maintain Period End Dates and processing dates.

The payrolls running at your school will be displayed on the 'General' tab when the program is first accessed.

Click the 'Update' button to view or modify a payroll calendar.

Build Calendar

This is a tool that enables you to rapidly build your payroll calendar based on:

1. A nominated period end date.
2. The frequency of the payroll (weekly, fortnightly or monthly).

It takes into account the number of days in the month (including leap years).

Click the 'Build Calendar' button at the top of the screen to access this facility.

There are two options available within the automated build function:

1. Append New Dates to Existing Calendar.
2. Build Calendar Using Start Dates Below.

Append New Dates to Existing Calendar

This option will determine the last period end date in your calendar and build 100 new pay periods automatically. 

For each pay period, it will calculate whether it is a normal pay run period or a month-end pay run period.

Build Calendar Using Start Dates Below

This option deletes all existing pay periods in the calendar and allows you to nominate the first-period end date to use to rebuild the calendar.  It will then build 100 new pay periods automatically. For each pay period, it will calculate whether it is a normal period or a month-end period.

Important!

This option can only be used up until the point when the first pay period in the calendar has had a completed pay run. It has been designed only to facilitate the very first set up of a calendar. After that only the 'Append New Dates to Existing Calendar' option is available.

Modifying Existing Pay Periods

It is possible to modify the Processing Date, Cycle and Status of a pay period.

Click on the 'Edit' button in the 'Action' column next to the pay run you wish to edit.

For pay runs that are not yet processed, you can amend the 'Processing Date', 'Cycle' and 'Status'.

No changes are possible for pay runs with a 'D – Done' status.

The 'Build Calendar' button is not displayed when a pay run is in progress.

Adding a New Pay Period

Under certain circumstances it may be necessary to add a new pay period:

As an example, you may have completed a pay run and need to process another envelope that can't wait until the next pay period, e.g. A termination pay.

Click the 'New Date' button and enter the new 'Period End Date', 'Processing Date', 'Cycle' and 'Status'.

The 'New Date' button is not displayed when a pay run is in progress.

Important!

When Single Touch Payroll is enabled, the 'Period End Date' of the new pay period must be:

• Before the 'Period End Date' of the last completed pay run, and
• After the 'Period End Date' of the pay run immediately prior to the last completed pay run.