School districts employ many types of employees, some of whom may be paid on different schedules. The first step of setting up these schedules is to create pay periods. The second part is discussed in our article on pay period groups.
A pay period defines an amount of time worked, which is paid on a single paycheck. Each pay period has a Start Date and End Date, defining the first and last days worked in that period.
You may have multiple, overlapping periods. For example, if some employees are paid monthly and others are paid semi-monthly, you may have one pay period covering the dates 9/1-9/15, while another pay period covers the dates 9/1-9/30.
To create new pay periods at the beginning of the year:
- Go to Financials Main > Payroll > Pay Periods
- Create Many Pay Periods
- Choose the most frequent pay period type. If you have semi-monthly and monthly-pay periods, choose semi-monthly.
- If choosing semi-monthly or monthly pay periods, adjust the end date(s) so the system can predict the pattern.
- For example, if you have semi-monthly pay periods from the 1st to the 15th and the 16th to the end of the month, your end dates should be 15 and 31.
- Create
The website will automatically create the appropriate pay periods for you, but you should look through the list to verify that the dates are correct. It may also be beneficial to change the descriptions to clearly match the paycheck date. This can help avoid confusion as you run payroll in the future.
To edit pay periods:
- Go to Financials Main > Payroll > Pay Periods
- Edit a pay period that needs correction
- Change the dates and description if necessary
- Save
If you have multiple pay period types (e.g. semi-monthly and monthly), only the first type can be mass created. The additional pay periods should be created individually.
To create a new pay period:
- Go to Financials Main > Payroll > Pay Periods
- Create
- Enter the Pay Period Type, Number, Description, Start Date, and End Date
- Save