Complete Guide to Pay Schedules

Pay Schedules are used within Core HR to track the dates for which Employees will be paid. These dates are important for the following reasons:

  • To determine deductions that are pro-rated across remaining pay periods for New Hires or when changes are made to existing coverages
  • To determine when Payroll Deduction information should be exported from the system
  • To determine what Pay Schedule each employee should follow

By default, one Master Pay Schedule must exist for your organization. If more than one Master Pay Schedule is defined, then a Pay Schedule field will appear on the Employee Demographic screen allowing for the designation of a Pay Schedule for each employee.

Navigate to the Setup > Setup Properties > Pay Schedule Configuration

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Pay Schedule Configuration

The Pay Schedule Screen provides the ability for you to define their pay schedule(s). Pay Schedules are used by the Benefit Management Module to determine deductions that are pro-rated across remaining pay periods for New Hires or when changes are made to existing coverages. They are also used by the Time & Attendance and Time Off Tracking Modules to determine Pay Period Date Ranges.

To add a new pay schedule, navigate to Setup > Setup Properties, Pay Schedule Configuration > Pay Schedules. In the Action menu, select 'Add New Pay Schedule'.

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In Step 1 - Enter Pay Schedule Name

  1. Give the pay schedule a name (i.e. weekly, bi-weekly, monthly, etc)
  2. Enter a description if necessary
  3. If this pay schedule should be the default schedule for all new employees added to Core HR, check the 'This is the default schedule for new employees' check box.
  4. The 'Always base Per Pay Compensation Rates on the following number of Pay Periods' is used if the number of Pay Periods used in calculating Per Pay Compensation Rates is different than the number of Pay Periods configured within this schedule in Step 2. For example, if there are 26 pay periods in the schedule, but Employee compensation should only be calculated over 24 pay period, you would enter 24 in this section.
  5. Hit 'Save Schedule'

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In Step 2 - Configure Dates

  1. Select the applicable year in the 'Add a new year' drop down and click 'Add'

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  2. When created, the calendar defaults to a calendar schedule beginning today + 12 months. Click the newly created year to refresh the calendar if you need to start the calendar year at 1/1.
    • *Note - you will get an error if you do not refresh the calendar and try to enter a Start Date prior to the displayed 12-month calendar.
    • BEFORE clicking the calendar year:

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    • AFTER clicking the calendar year:

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  1. Within the 'Check Dates' tab, verify your Start Date is correct, select the payroll frequency from the drop down, and hit 'Create Dates'. Check Dates and payroll frequency should be provided by you.  This is the date the Employees receive their paychecks.

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    The Check Dates will auto highlight based on the Start Date and Frequency selected.  Manual changes can be made by unselecting/selecting appropriate dates based on your needs.

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  1. Within the 'Pay Period End Dates' tab, verify your Start Date is correct, select the frequency from the drop down and hit 'Create Dates'. Pay Period End Dates and frequency should be provided by you.  This date represents the last day of the payroll period.
    The Pay Period End Dates will auto highlight based on the Start Date and frequency selected.  Manual changes can be made by unselecting/selecting appropriate dates based on your needs.

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Tip: If the Check Dates and the Pay Period End Dates are the same, you can copy the Check Dates once created, and populate the Pay Period End Dates using the Action called 'Copy Selected Dates to the Unselected Calendar Tab'

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Important Note: If you are loading historical data into Core HR, you need to build out the historical years' pay schedules as well following the steps above.

Pay Schedules Override

The Pay Schedule Override screen provides the ability to override deduction information for Employee Groups by assigning a deduction multiplier to a specific pay date.

Pay Schedules are used in Benefits

Pay period end dates will drive the per pay benefit calculations (unless configured to always use a specified set number of pay periods).

How Pay Schedules are used in Time and Labor Management

Time card displays in Time and Attendance are based on the pay period end dates, while the accrual frequencies in Time Off Tracking that reference "pay date" accrue on the check dates from the pay schedule.

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