🎯 For admins looking for alignment on processing payroll.

What is a Pay period?

Pay period determines how often the employee will be paid for both hourly and fixed salaries.

You can set a Pay period for each employee by going to People > Edit employee > Employment > Pay periods. The default Pay period is Monthly, which is pre-selected for all your employees unless you change it.

When processing your payroll from Payroll > Payroll export, you can select which Pay periods to include in your report.

Which Pay period should you set?

You probably already have a Pay period that works for your business and your region’s market requirements. Besides the default Monthly option, Employees may prefer to be paid more frequently on a weekly or fortnightly schedule giving them quick budgeting possibilities. However, it can be time-consuming to have to run payroll at a more frequent interval if you have many employees.

You have the following options to choose from when setting a Pay period:

  • Monthly - (default) - Employees get their hourly salary calculated for the month or earn a fixed income.

    • Advantages: Suitable for fixed-salaried employees. Less frequent payroll run.

    • Disadvantages: Employees must wait a month to get paid.

  • Fortnightly - Pays employees after two weeks. This is also known as a bi-weekly or every other week pay period.

    • Advantages: Suitable for fixed or hourly paid employees. Employees are paid relatively sooner.

    • Disadvantages: Admins must pay attention to days that overlap at the end of the month and weekends that may fall on payroll run.

  • Weekly - Use this to pay salary every week for hourly or fixed-salaried employees.

    • Advantages: Suitable for hourly-paid employees. Employees are paid as they work.

    • Disadvantages: Admins have to run a more frequent and time-consuming payroll run.

How to set or change an employee’s Pay period?

While choosing a Pay period when starting a new business may be easy, changing to a new period for existing employees can also be accomplished very quickly.

You can change an employee’s pay period by navigating to People > Employees > click the name of the employee and press Edit > go to Employment tab > scroll down to the Pay period section.

💡 When changing a pay period, you must specify when that Pay period should come into effect. Set this by selecting a future date under Valid from. The change will go into effect from 00:00 of the selected day.

How to set or change an employee’s Salary?

You can set or change an employee's salary by navigating to People > Employees > click the name of the employee and press Edit > go to Employment tab > scroll down to the Salary section > press Edit salary.

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Exporting specific Pay periods in Payroll export

To process your payroll for specific Pay periods, go to Payroll > Payroll export page.

Here you can choose a Pay period by deselecting the ones you don't need depending on your payroll need. Select a Date interval to prepare your report.

From the Payroll export page, press Prepare report and export your information by pressing the Download PDF button. You can use this PDF to see if the data looks good before exporting a CSV or an integration-specific report.

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🧩 Example payroll report

The following payroll report shows an employee with a weekly pay period and a fixed salary of 1000GBP distributed over 37.5hours.

When running a report from 20/06/2022-30/6/2022, you can see the Pay period for an entire week between (20/06/2022 until 26/06/2022) with a payout of £1000 and a split as the date interval ends before the end of the Pay period (27/06/2022 until 30/06/2022) with a payout of £571.34.

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Still have questions? Reach our support team via chat if you need help with this feature.

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