Changing an employee pay schedule¶
This guide covers how to move a monthly paid employee to weekly paid (you can use the same steps for changing between other frequencies).
Important
Ensure you have completed and approved the last monthly pay run before starting any of the steps below.
If you don’t already have a weekly Pay Schedule, then create a new Pay Schedule with the required dates. Navigate to and click Add… Carefully configure the first date and weekday and use suitable values for the prompt window. Check that the summary table shows your intended dates and click Add
You will need to change the frequency of each Pay Item attached to the employee from Monthly to Weekly:
Navigate to Pay Items Employee Setup, click Pay Items and use the Search filter (employee’s name or e-mail) to list all Pay Items for one employee.
Either:
Delete any Pay Items you are sure will be reloaded using a data-feed e.g. Shift 1/Shift 2/Expenses 1 etc.
Update all other Pay Item by changing the frequency from monthly to weekly. Most other values will remain unchanged unless they are for a monthly schedule. In these cases be sure to modify these values and click the Update button.
You will need to update all Pay Items including System ones (e.g. Average Earnings, Tax, Social Security). The filtered Pay Item view shows the frequency (m1 w1) and therefore makes it easy to see which Pay Items still need to be edited. Be sure to change every Pay Item.
Click Pay Item Editor and click the Show all: box. The Monthly tab must have no Pay Items, and the Weekly tab will have all the updated Pay Items. If all is correct you have verified the change. If you inadvertently missed any monthly Pay Items, then repeat the above steps.
See Starting a Pay Run on how to Start the weekly Pay Run workflow if required.
You may need to configure any journal reports for the weekly schedule. Any report configuration errors will be visible after a pay run.
paiyroll® is now ready for you to include the new employee in the weekly pay run.