The Payroll Calendar

Please click HERE to view the video with step-by-step instructions on setting up and modifying your Payroll Calendar

To access the Payroll Calendar, go to Payroll > Setup > Payroll and click on the Calendar button for the year.

This screen will show every pay period for the calendar year selected.  Take some time to review this screen.

Attention should be paid to the following settings:

• Term Codes columns - be sure that each column shows the proper number of pays at all times.  If you add a supplemental payroll, be sure that the settings don't adversely affect the number of pays.  These are "Core" payrolls - aka contracted payrolls.  
  • 10 months should have 20 pays
  • 10.5 months should have 21 pays
  • 11 months should have 22 pays
  • 12 months should have 24 pays
• Core column - all contracted payrolls are considered Core payrolls.  Note above where it explains the number of core payrolls a district should have for each term code.  Any supplemental payrolls (retro, clean up, etc.) should never be flagged as a core payroll.
• Pay Date column - make sure the dates listed are the dates your employees will be paid for that pay period.

How to Maintain/Set up the Payroll Calendar

The Columns:

• Payroll - this is the payroll number.  A Core payroll will have a single number (1, 2, 3, etc.).  A supplemental payroll will have a ".#" after the payroll number (1.1, 1.2, 2.1, etc.).  When modifying or adding a new payroll you have the ability to enter the payroll number you wish to use.
• Pay - this is a fixed number showing the pay period in the year.  There are 24 pay periods in a calendar year.
• Core - all contracted payrolls are considered Core payrolls.  Note above where it explains the number of core payrolls a district should have for each term code.  Any supplemental payrolls (retro, clean up, etc.) should never be flagged as a core payroll.
• Qtr - the quarter the pay period is in.  
• Qtr Month - shows the month number in the quarter - for example - January = month 1, February = month 2, March = month 3 in the 1st quarter.
• Comment - allows for you to identify what this payroll is being used for.  It's beneficial especially with supplemental payrolls so you can see what was paid in the pay period.  For example - Retro.
• Month - the month in the year the pay period is in.
• Per. Start - the date the pay period starts (should be the 1st or the 16th of the month)
• Per. Ending - the date the pay period ends (should be the 15th or last day of the month)
• School Year - the school year this pay period falls in.  You'll notice with the July 1-15 pay period that it changes to the next school year.
• 10, 10.5, 11, 12 - these are the Term Codes the staff work (10 = 10 month employees, etc.)
• Add Timesheets - This date range controls when the New Timesheet button is available for use in the Employee Portal.  An option on the Payroll>Setup>Timesheets and Vouchers>Setup screen must be enabled for this date range to be honored.
• Pay Run - the system requires this date to be populated, but it is not used anywhere in the system.  Whatever date you enter is not set in stone.  It doesn't mean you must run the payroll on that date.  Just put a date in there to make the system happy.  
• Pay Date - this is the date the employees are paid.  It is the date that will be on the printed paychecks and the direct deposit file.  Be sure this is the correct date the employees should be paid.
• Agency Paid - the system requires this date to be populated, but it is not used anywhere in the system.  Whatever date you enter is not set in stone.  It doesn't mean you must pay the agencies on that date.  Just put a date in there to make the system happy.  
• Status - shows the state the payroll is in.  Click HERE to see an explanation of each Status.
• Seq - this means sequence.  It is the order in which the payrolls will run throughout the year.  They should be sequenced in the order they will be run.  If you add a payroll be sure to put a sequence number in that will place that payroll in the list in the proper order.  For example - you're adding payroll 5.1 and payroll 5 is sequence 50 - if you want to run payroll 5.1 after you finish payroll 5, make the sequence of 5.1 show 55.  If you want to run it before, make the sequence 45.
• Actions - there are three icons you can use to modify, copy or delete a pay period.
  •  = Modify
  •  = Copy
  •  = Delete

How to Add a Payroll

Click on the Add Payroll button.  The following window opens.

• Payroll Number - when adding a payroll, you must give it a new number that is not the same as a core payroll or another supplemental payroll.  For example, if you're adding another payroll to payroll #5 you will make it something like 5.1.
• Pay Number - this must remain the number of the core payroll to which you're adding the supplemental pay.  For example, if you're adding another payroll to payroll #5 you must leave this number at 5.
• Comment - allows for you to identify what this payroll is being used for.  It's beneficial especially with supplemental payrolls so you can see what was paid in the pay period.  For example - Retro.
• Pay Period Start - the date the pay period starts (should be the 1st or the 16th of the month).
• Pay Period Ending - the date the pay period ends (should be the 15th or last day of the month).
• Pay Date - the date on which the employees are paid.  It is the date that will be on the printed paychecks and the direct deposit file.  Be sure this is the correct date the employees should be paid.
• Seq - this means sequence.  It is the order in which the payrolls will run throughout the year.  They should be sequenced in the order they will be run.  If you add a payroll be sure to put a sequence number in that will place that payroll in the list in the proper order.  For example - you're adding payroll 5.1 and payroll 5 is sequence 50 - if you want to run payroll 5.1 after you finish payroll 5, make the sequence of 5.1 show 55.  If you want to run it before, make the sequence 45.

Click the Add Payroll button.

Next, click on the Modify icon for the payroll you added and the following screen opens.  Set the payroll up as needed.  

Tip - be sure you have the proper Mode selected and that you add the Payroll Run Date