Pay schedules

A pay schedule records how often a group of employees is paid, in which country and currency, and on which days. Payroll admins create the schedules and pick one for each employee on the employee form.

Pay schedules are not employee schedules. A pay schedule answers when are people paid? An employee schedule answers when do people work?

Before you start: the Timeclock & Payroll module must be on for your organisation. The Schedules tab of the Admin Hub is open to the Administrator, Timeclock Admin and Payroll Admin roles. The Payroll Schedules page is open to the Administrator and Payroll Admin roles.

Choose where to work

Pay schedules can be edited in two places. Both save the same schedules.

Use the Admin Hub tab to create a schedule quickly or to deactivate and reactivate one. Use the Payroll Schedules page when you also want to record the pay days or a split payment.

Create a pay schedule on the Admin Hub

1. Open the Admin Hub and choose the Schedules tab.
2. Choose New Schedule. If the list is empty, choose Create First Schedule.
3. Enter a Schedule Name such as US Bi-Weekly or Colombia Semi-Monthly, and the Country.
4. Pick the Currency: USD, COP, EUR, GBP or MXN.
5. Pick the Schedule Type: Weekly, Bi-Weekly, Semi-Monthly or Monthly.
6. Tick Set as Default to mark the schedule as the default. Leave Active ticked.
7. Choose Create Schedule.

The dialog starts with the country United States, the currency USD and the type Bi-Weekly.

Each schedule appears as a card with its name, country and currency, and its type. A Default badge marks the default schedule and an Inactive badge marks one that is switched off. Choose the edit icon to change a schedule, then Save Changes. Choose the trash icon (titled Delete) and confirm to switch the schedule off; see the section on deactivating below.

Create a pay schedule on the Payroll Schedules page

1. Open /timeclock/payroll/schedules after your QuantumOps address.
2. Choose New Schedule.
3. Fill in Schedule Name, Country, Currency, Schedule Type and, if you like, Description.
4. Fill in the timing section that matches the type. The sections are described in the next table.
5. To split the pay, follow the steps in the next section.
6. Tick Set as default schedule for new employees if it applies.
7. Choose Create Schedule.

The page opens a new schedule as Bi-Weekly, USD, paid on Friday, with the weekend adjustment on and a 50% and 50% split ready to use. The page also shows Total Schedules, Active and Countries counts above the list.

The pay days, the anchor date, the weekend adjustment and the split are recorded on the schedule. The card shows the pay day and, when split pay is on, the split; the other settings appear when you open the schedule. Pay periods, payroll calculations and projections do not use them.

The anchor date is offered for Bi-Weekly schedules only. A Weekly schedule has a pay day and no anchor date.

Record a split payment

Use split pay to record that a month's salary is paid in two parts, for example half on the 15th and the rest on the last day of the month. The split is recorded on the schedule and shown on its card when split pay is on. It does not divide anyone's pay, and payroll calculations do not use it.

1. On the Payroll Schedules page, open the schedule dialog.
2. In Split Pay Configuration, tick Enable split pay (divide salary across pay periods).
3. Enter First Payment % and Second Payment %. Both start at 50.
4. Save the schedule.

The schedule card then shows Split Pay: with the two percentages, for example 50% and 50%.

Mark a default, deactivate and reactivate

• Set as Default (on the Admin Hub) and Set as default schedule for new employees (on the Payroll Schedules page) mark a schedule; its card then shows the Default badge. A new employee still starts with no pay schedule; choose one in Payroll Schedule. Marking a schedule as default does not remove the mark from another schedule, so more than one card can show Default.
• The trash icon, titled Delete, asks you to confirm and then switches the schedule off. It stays in the list, dimmed, with an Inactive badge.
• To bring an inactive schedule back, open the Schedules tab of the Admin Hub, edit the schedule, tick Active and choose Save Changes.

Use a pay schedule

• Choose the schedule for an employee in the Payroll Schedule list of the employee form. See Payroll employees. The choice links the employee to the schedule. It does not change how payroll is calculated.
• Pay periods are created separately, with their own dates, as described in Pay periods. A pay schedule does not create them. The pay days, the weekend adjustment and the split are not used by pay periods, payroll calculations or Payroll projections.
• The Holidays tab of the Admin Hub is for holiday shift bidding, not for pay schedules or holiday pay rates. Holiday pay is explained in How pay is calculated.

Related pages

• Employee schedules: the shift patterns that say when people work.
• Pay periods: create, calculate, approve and export a period.
• The payroll wizard: the five steps for one period.
• The timeclock and payroll Admin Hub: the tabs of the Admin Hub.