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.
• Used by the Time & Attendance and Time Off Tracking Modules to determine Pay Period Date Ranges

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.

Pay Schedule Configuration

The Pay Schedule Screen provides the ability for you to define your employee's pay schedule(s) by setting up the check and pay period end dates.

• Check Dates - The dates entered will signify dates employees will receive a paycheck. Benefits, Compensation, and Payroll Deductions are based on the Check Dates. If you wish to do a Deduction Date Exclusion, this can be set at the Benefit Level. Please see: Pay Date Exclusions. Additionally, Accruals that are based on Pay Dates will use the Check Dates calendar.
• Pay Period End Dates - The dates on which a pay period ends. Time & Attendance (TLM) is based on the Pay Period End Dates.

Creating a New Pay Schedule

Use the Actions menu and click Add New Pay Schedule.

Step 1 - Enter Pay Schedule Name

1. Complete the "Step 1" tab:
   • Pay Schedule Name - Give the pay schedule a name (i.e. weekly, bi-weekly, monthly, etc)
   • Description - Enter a description if necessary
   • This is the default schedule for new employees - This option should be enabled if this pay schedule should be the default schedule for all new employees added to Core HR.
   • Always base Per Pay Compensation Rates on the following number of Pay Periods - This option 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.
2. Click Save Schedule when finished.

Step 2 - Configure Dates

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

   

2. Click the year to display the check and pay period dates.

   

3. When created, the calendar defaults to a calendar schedule beginning today + 12 months. Make sure that the calendar starts on January 1st for the selected year. If the calendar does not begin on January 1st, you can click the year from the list to start it on January 1st.
   • Please note that you will get an error if you do not refresh the calendar and try to enter a Start Date before the displayed 12-month calendar.

   

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

   

5. 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.

   

6. Within the 'Pay Period End Dates' tab, verify your Start Date is correct, select the frequency from the drop-down, and click Create Dates. Pay Period End Dates and frequency should be provided by you. This date represents the last day of the payroll period.

   

7. 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.

   

Miscellaneous Tips and Information

Copy Dates From One Calendar to the Other

If the "Check Dates" and the "Pay Period End Dates" are the same, you can copy the selected dates from one calendar to the unselected calendar once created by going to the Actions menu and clicking Copy Selected Dates to the Unselected Calendar Tab.

Setting Up Previous Years

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

Pay Schedules Override

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

How 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.