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Enterprise - Pay Periods

Lisa Kirby
  • Updated

This article covers the following:

Why create a Pay Period?

Creating a new pay period in Deputy is a quick and easy task. Reasons to do this include calculating OT on a Monday - Sunday, Tuesday - Monday, or some other weekly combination.

Setting Pay Periods in Depty is helpful to:

  • determine regular and overtime calculations
  • align with the pay period of your payroll provider
  • calculate general labor costing/scheduling.

 

Creating a new Pay Period

1. On the Enterprise tab, select Pay Periods.

ent pay periods.png

2. Click on New Pay Period.

new pay period.png

3. Name your new pay period. The best title will be the same cycle your business operates on such as 'Fortnightly Mon - Sunday).

4. Toggle the pay period to Active.

5. Select a start date. Note: The start date for this pay period will affect the dates for the Pay Period based on the cycle chosen below. For example, if the start date selected is a Wednesday and the cycle chosen is weekly, this Pay Period will run from Wednesday to Tuesday every week.

6. Select a cycle from:

  • weekly
  • fortnightly
  • every 3 weeks
  • every 4 weeks
  • monthly
  • bimonthly (twice a month)

Ideally, this would match your payroll cycle.

7. Click Save This Pay Period when you are done.

new pay period config.png

Your new pay period has been created and will be shown in the list. You can:

  • click on the magnifying glass icon to view the configuration details
  • click on the pen and paper icon to edit the details
  • click on the red cross to delete it. If the red cross does not appear then it means the pay period has been already applied to employees and therefore can not be deleted.

pay period list.png

 

Apply Pay Period to employee Pay details

The next step is to associate this new pay period with an employee's pay agreement. 

1. On the People tab, click on the name of the employee you wish to apply this new pay period to. 

2. Select Employment from the menu on the left and click Edit.

pay period employment.png

3. On the Pay details tab select the new pay period from the drop-down menu. pay details.png

4. Don't forget to make sure the employee has a valid Payroll ID and pay rate assigned as well before you click Add pay detail.

Web template (46).png
 

Hiding a Pay Period

Your organisation may create a pay period you no longer want to use.

Pay Periods cannot be deleted in Deputy to preserve data integrity for audit purposes. However, you can hide Pay Periods from view in the People tab to prevent other members of your team from using it. To do this, edit your old pay period name to begin with DP- .

DP stands for Deprecated Period and adding it as prefix in this format to any pay period will hide it in the People tab. If you wish to show the Pay Period again, simply delete the prefix from the name.

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