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Important notice Information provided by Deputy is intended for general guidance purposes only and is not a substitute for professional legal or financial advice. Deputy does not accept liability for actions taken based on this information. |
Pay calendars are groupings of team members in your organisation and determine the frequency at which your team members get paid.
Note: in some areas of payroll, you may see the term 'pay cycle' - this means the same thing as 'pay calendar' within Deputy Payroll.
When payroll was first set up in Deputy, at least one pay calendar was created, but more pay calendars can be set up at any time in Business settings. You can also edit which team members are assigned to each pay calendar.
- View the existing pay calendars
- Add a new pay calendar
- Assign a team member to a pay calendar
- Remove a team member from a pay calendar
- Archive a pay calendar
- FAQs about pay calendars
View existing pay calendars
To access and view the pay calendars you have already set up in your organisation, go to Business settings in the drop-down menu under your name.
On the Pay tab, click on View pay calendars.
You can see which pay calendars are currently in your account, including the frequency and starting day of the week and which business entity (ABN) they are associated with, if you have multiple entities configured.
Note: You can click Edit to rename your pay calendar or assign team members to the pay calendar but you can not change the pay frequency or start date once it has been set up. If you need to change these details, you will instead need to set up a new pay calendar with the new configuration and archive the old pay calendar. See FAQs.
Add a new pay calendar
In Business settings, on the Pay tab, click on View pay calendars.
You can see which pay calendars are currently in your account. To add a new pay calendar, click Create new.
Type a name for your new pay calendar and select a pay frequency for this pay calendar. Choose from:
- Weekly
- Fortnightly
- Twice monthly
- Monthly
All team members you later assign to this pay calendar will be paid on this pay frequency.
If you select Weekly or Fortnightly you then must choose a start date for the first pay calendar to effectively set a starting day of the week.
If you select Twice monthly, then one pay calendar will run 1st until 15th of the month and the second will run 16th until end of the month.
If you select Monthly, then each pay calendar will run from 1st month until the end of the month.
In this example, we selected a Weekly pay frequency and chose to set the pay calendar starting on a Friday.
Choose whether this pay calendar belongs to a specific business entity. If you have multiple business entities, they will be listed in the drop-down menu, and you can select the appropriate one for this pay calendar.
IMPORTANT: If you select No, the pay calendar you create, will not be associated with any entities for payroll. You must select Yes and then choose a business entity if you want to use this pay calendar for payroll and to complete a pay run.
Once you are happy with how you have configured your pay calendar, click Create.
You will then be asked to nominate which of your team members is paid from this pay calendar.
You can select the relevant team members from the tick boxes on the left and click Add X team members to the pay calendar.
However, you may prefer to Skip for now and come back later to assign your team to a pay calendar.
Click on Back to pay calendars
You will see the new pay calendar listed. Click Create new if you need to add another pay calendar.
Assign team members to a pay calendar
When you create a pay calendar you are asked if you would like to assign team members to the pay calendar. However, there are a few reasons you might need to assign team member(s) to a pay calendar at a later date. These include:
- You clicked Skip for now when setting up your payroll and new pay calendar and perhaps you bulk added all your team members and are ready to add them to a pay calendar now.
- You have a new team member who has joined your organisation and you need to assign them to a pay calendar
Go to Business settings in the drop-down menu under your name.
On the Pay tab, click on View pay calendars.
You can see which pay calendars are currently in your account, including the frequency and starting day of the week.
Click Edit for the pay calendar you would like to add the team member to.
Click on Add team members
Scroll through the list of team members to find the team member you would like to add or use the Search text field to type their name and filter menu drop down to find the team member you need.
You can see in the example below these team members are already assigned to a pay calendar and it is listed in the Current pay calendar column.
Once you have found the team member(s) you would like to add, tick the check box and click on Add team members.
You can see that the team member's name has been added to the list in this pay calendar.
Click on Back to pay calendars to return to the pay calendars.
Note: Be careful to pay attention to the Current pay calendar column when assigning team members to a pay calendar. If a team member is already assigned to a pay calendar and you tick the box to assign it to another pay calendar, you will not be warned that you are changing the team member to a different pay calendar. They will just be removed from the previous pay calendar and added to the new one.
Move a team member to another pay calendar
Team members can not be assigned to two pay calendars at the same time but you can move them from one pay calendar to another.
If you wish to archive a pay calendar you will also need to move all team members on that pay calendar to another pay calendar before you will be allowed to archive it.
To move team members to another pay calendar, simply open the new pay calendar you wish to move them to.
In Business settings on the Pay tab, click on View pay calendars.
Click Edit for the pay calendar you would like to move the team member to.
Click on Add team members
Scroll through the list of team members to find the team member you would like to move or use the Search text field to type their name and filter menu drop down to find the team members you need.
Once you have found the team member(s) you would like to move, tick the check box and click on Add team members.
In the example below, this will move the three team members from their current pay calendars to the "Casuals" pay calendar.
You can see that the team members' names has been added to the list in this pay calendar.
Click on Back to pay calendars to return to the pay calendars.
Archive a pay calendar
You can archive a pay calendar you no longer need but not while there are team members assigned to it. You will need to move the team members to another pay calendar first before you can archive the old pay calendar.
Once your pay calendar has no team members assigned to it, click on Archive pay calendar.
Once archived the pay calendar can no longer be used for payroll. All historical data will be retained. Click Archive pay calendar.
FAQs about pay calendars
Can I change the frequency, or change the start date of a pay calendar after I set it up?
No, once a pay calendar is set up you can not change the start date or frequency. You are able to change the name of a pay calendar after it has been set up.
If the pay calendar is no longer suitable for your needs you should instead:
- set up a new pay calendar with the preferred settings
- move all team members from the old pay calendar to the new pay calendar
- archive the old pay calendar
Can I remove a team member from a pay calendar?
No, you can only move team members to another pay calendar.
Can team members be added to multiple pay calendars at once?
No, team members may only be assigned to one pay calendar at any one time.
How do I find out if a team member is assigned to a pay calendar yet?
Open any pay calendar in your account. Click on Add team members and search for the team member's name. If the team member has a pay calendar in the Current pay calendar column on the far right-hand side then that is the pay calendar they are assigned to. If the column is blank then they are not assigned to a pay calendar yet.
The example below shows some team members with pay calendars assigned and some team members with no pay calendars assigned.