Pay day calendar settings

Before you pay your employees you must set up your pay day calendars. This helps you keep track of when you pay your employees. When you complete a pay run, Sage One Payroll automatically moves to the next pay run in the calendar. This saves time as you don’t need to manually enter pay dates each time.

You can pay your employees:

  • Weekly
  • Two weekly
  • Four weekly
  • Monthly

You can’t pay your employees quarterly or annually in Sage One Payroll.

To set up a new pay calendar

Watch how

  • 1. Settings tab > Calendar Settings.
  • 2. Click the relevant pay day calendar > complete the following information:
Weekly, two weekly and four weekly pay calendars
Item Description
Pay Day Choose the day of the week you want to pay your employees.
First Pay Run From the calendar, click the date you want to first pay your employees.

You can only choose dates for the day you selected.
Avoid Public Holidays and Weekends If you select this check box, whenever a pay day falls on a public holiday or weekend, the pay date defaults to the previous working day.
Monthly pay calendar
Item Description
Pay On Choose one of the following options:

  • Same day of the month – If you want to pay your employees on the same date each month, choose this option then choose the date.
  • Last day of the month – If you want to pay your employees on the last working day of each month, select this option.
First Pay Run Choose the first month you want to pay your employees.
Avoid Public Holidays and Weekends If you select this check box, whenever a pay day falls on a public holiday or weekend, the pay date defaults to the previous working day.
  • 3. Click Save.

To review the details for each of your pay calendars > View Pay Calendar.

To edit an existing pay calendar

  • 1. Settings tab > Calendar Settings.
  • 2. For the relevant calendar > Manage Frequency.
  • 3. Edit Pay Days > check or amend the following information:
Weekly, two weekly and four weekly pay calendars
Item Description
Pay Day Choose the day of the week you want to change the pay day to be.
Apply Changes From From the calendar, click the date you want to apply the changes from.

You can only choose dates for the day you selected.
Avoid Public Holidays and Weekends If you select this check box, whenever a pay day falls on a public holiday or weekend, the pay date defaults to the previous working day.
Monthly pay calendar
Pay On Choose when you want to change the pay day to be:

  • Same day of the month – If you want to pay your employees on the same date each month, choose this option then choose the date.
  • Last day of the month – If you want to pay your employees on the last working day of each month, select this option.
First Pay Run Choose the first month you want to pay your employees.
Avoid Public Holidays and Weekends If you select this check box, whenever a pay day falls on a public holiday or weekend, the pay date defaults to the previous working day.
  • 4. Click Save.

To review the details for each of your pay calendars > View Pay Calendar.

To remove a pay calendar

You can only remove a pay calendar if you haven’t completed a pay run for it and if there are no active employees on this frequency.

  • 1. Settings tab > Calendar Settings.
  • 2. For the relevant pay calendar > Manage Frequency > Remove Frequency > Yes.

To skip a pay run

If necessary you can skip a pay run by changing the current pay run date in the payroll calendar. For example, you set an incorrect date for the first pay run when you set up the pay calendar.

  • 1. Settings > Payroll Settings > Calendar Settings.
  • 2. View Pay Calendar > Check the Status column. The current pay run has a current status.
  • 3. Click the pay run you want to make the current one > check the pay day is correct and change if necessary.
  • 4. Select the Make this the current Pay Run check box > Save.
  • 5. Check that the correct pay run is now set to be the current one.

To see the pay runs you have skipped, select the Show pay days dated earlier than the current pay run check box. Skipped pay runs have the status of skipped.

Let us know what you think...