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Create and manage pay schedules

Available for the following plans:  Employment Unlimited 
Available for the following user access level: Admin

Setting up and maintaining accurate pay schedules helps ensure your employees are paid correctly and on time while keeping you compliant with your payroll obligations.

This article explains how to create and manage pay schedules in Payroll.

Getting started

Create a new pay schedule
  1. In Employment Hero, click Settings ( ).
  2. In the Payroll section, click on Pay Schedules.
  3. Click the + Add new pay schedule button.
  4. In the pop-up, complete all the fields.
  5. Give your schedule a descriptive Name (e.g., "Bi-Weekly Office Staff").

  6. Select the Frequency.

    - Weekly (A weekly schedule means you receive a paycheck every week resulting in 52 paychecks per year.)

    - Biweekly (A biweekly pay schedule means you receive a paycheck every two weeks on a specific day, resulting in 26 paychecks per year.)

    - Semi-monthly (A semi-monthly pay schedule means you are paid twice a month, typically on fixed dates like the 15th and the last day of the month, which results in 24 paychecks per year.)

    - Monthly (A monthly schedule means you receive a paycheck every month resulting in 12 paychecks per year.)

  7. Choose the first pay period end date: Use the calendar to select the end date of your very first pay period you plan to run in our system.
  8. Choose the first pay date: Select the date your employees will be paid for that first pay period.
  9. Click Save. The system will automatically calculate the start date and generate all future pay periods for you!

Note: Employees can only be added to one pay schedule.

Choosing the right pay date

The pay date you select sets the precedent for all future paydays. For example, if you choose a Friday, all subsequent paydays for this schedule will also be on a Friday. If a payday ever falls on a weekend or holiday, we'll automatically adjust it to the previous business day.

 

Pay schedules must be created under the same CRA number

You can create as many pay schedules as you need but they must be under the same CRA number. If you need to create a pay schedule under a different CRA number, you'll need to do so under another account.

Managing pay schedules

Edit a pay schedule
  1. On the main menu, click Settings ( ).
  2. In the Payroll section, click on Pay Schedules.
  3. Find the pay schedule that needs to be edited, click Actions and select Edit.
  4. Make the required changes in the field(s) you need to edit.
  5. Click the Save button.
Change pay schedules for employees

To update an individual employee’s pay schedule:

  1. Go to the Employee's Profile (People > Employee List > Select the employee)
  2. Scroll down to the Pay & compensation section and click the down arrow to open the Compensation history accordion.
  3. Click on the three dots (  ) and click Edit.
  4. Under the Pay Schedule Heading, choose the desired pay schedule from the dropdown or list.
  5. Click Save.

Important: When changing an employee’s pay schedule, remember that the first pay run after the change may require manual adjustments. This is because the pay run will apply to the full period, which might include a period already paid under the previous schedule. Only the first month/week will require these manual amendments.

 Once a pay schedule has been created, it cannot be deleted.

 

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