Pay frequencies

Pay frequencies allow you to specify the frequency and date that employees are usually paid. Every employee must be assigned exactly one pay frequency.

When a pay run is created, the employees can be selected based upon whether or not they are due to be paid depending on their pay frequency settings. However, a pay run does not enforce that employees must be paid on their pay frequency date.

Features

No practical limit to the number of pay frequencies that can be created
Pay frequencies can be weekly, 2-weekly, 4-weekly or monthly
Next pay date is shown when viewing pay frequencies
Pay frequency codes are FlexiCode

Pay frequencies form

Module: Payroll

Category: Pay frequencies

Activation: Main > Payroll > Setup > Pay frequencies

Form style: Multiple instance, SODA

Special actions available for users with Administrator permissions:

Change the User ID of the Entered by field of memos.
Edit memos entered by other users.

Database rules:

A pay frequency cannot be deleted if it is assigned to one or more employees in the employee’s pay frequency field

Field definitions

List of Pay frequencies

Reference: list, read-only

This is the list of all Pay frequencies defined. As you click on an item in the list, the details of the selected Pay frequency is displayed to the right of the list. When you want to edit a Pay frequency, ensure the required item is selected in the list and then click on the Edit button.

Code

Reference: text(50), mandatory, FlexiCode

This is the code given to a Pay Frequency to allow it to be quickly identified.

The Pay Frequency code is a FlexiCode. This allows you to modify the code while still retaining all previous internal references and links to that Pay Frequency.

Description

Reference: memo, expandable

This is a full description of the Pay Frequency detailing when and where it should be used.

Type

Reference: select from list, mandatory

This is the type of Pay Frequency and must be one of the following:

Weekly (52 pays): This specifies that the employee is normally paid each week, which usually equates to 52 pays per calendar year
Fortnightly(26 pays): This specifies that the employee is normally paid each fortnight, which usually equates to 26 pays per calendar year
4 weekly (13 pays): This specifies that the employee is normally paid every four weeks, which usually equates to 13 pays per calendar year
Monthly (12 pays): This specifies that the employee is normally paid on a specific day each month. This equates to exactly 12 pays per calendar year

Pay period end date

Reference: date, mandatory, QuickList

This date is used to calculate the next exact Pay Frequency date. This can be any date prior to the current day and represents the last day of the Pay Frequency. The date of each pay for the Pay Frequency is then calculated from this date based on the Pay Frequency type.

If the Pay Frequency type is Weekly, Fortnightly or 4-weekly, each normal pay for employees using this frequency will occur on an exact multiple of 1 week, 2 weeks or 4 weeks (respectively) from the First pay date. Each normal pay period therefore began exactly 7, 14 or 28 days prior to the pay date (inclusive).

If the Pay Frequency type is Monthly, each normal pay for employees using this frequency will occur on the same day number of each month after the First pay date.

If the selected Pay frequency type is Monthly, the first pay date field can also be left empty and doing so represents that the pay frequency should occur on the LAST day of each month, regardless of the number of days in the month.

This date is represented as the end date of the period when the pay frequency was created. This field remains static unless you manually change it.

Next pay period end date

Reference: date, read-only

This shows the expected normal pay date for all employees using this pay frequency. This does not take into account any employee that has had an extraordinary pay period – it is only used as a guide.

The next pay date reflects the last day of a working pay period for the pay frequency.

This date is represented as the end date of the current period. This is calculated when viewing the pay frequency, based on the current day's date + the number of days since the pay period end date. If you are viewing the pay frequency after the date of the expected previous pay period end date due to missing a payment, this can extend the Next pay period end date to be twice the length of the expected next pay period end date.

For example: If viewing the below record on or before the 02/07/19, the Next pay period end date would display as 02/07/19. However, if you view the record from the 03/07/19 or thereafter without processing the previous pay period, it will display the Next pay period end date as the 09/07/19, which is expected.