Change, inactivate or delete a pay calendar

Switch an employee to a new pay calendar or edit the details in an existing calendar. You can also mark a calendar as inactive or delete it.

How it works

You can:

  • Switch an employee to a new calendar. For example, you can assign a weekly calendar to one employee and a monthly calendar to another.
  • Edit an existing calendar. For example, you may want to roll a pay day forward.
  • Remove a calendar from dropdown lists in payroll by marking it as inactive. You can also reinstate inactive calendars if needed.
  • Delete an unused calendar.

You can't:

  • Edit a calendar's pay period (eg from Weekly to Monthly) or delete a calendar if it’s assigned to an employee. You must switch your employee to a new calendar before making these changes.
  • Edit a calendar's pay period or delete a calendar if you've used it in a pay run. Instead, mark the calendar as inactive.
By marking a calendar as inactive, you won't remove it from an employee's employment tab. Inactive calendars also remain in applicable payroll reports.

Switch your employee to a new calendar

Set up a new calendar (if you haven’t already) before following these steps.
  1. In the Payroll menu, select Employees.
  2. Click an employee’s name to view their details.
  3. Select the Employment tab.
  4. Under Payroll Calendar, select the new calendar from the dropdown menu.
  5. Click Save.
  6. Repeat the process for other employees if necessary.

Edit a pay calendar

  1. In the Settings menu, select Payroll Settings.
  2. Select the Calendars tab.
  3. Click the menu icon to the right of the pay calendar you want to edit.
  4. Select Edit.
  5. Make your changes – eg change the next pay period or payment date – then click Update.

Mark a pay calendar as inactive or active

To mark a pay calendar as inactive:

  1. In the Settings menu, select Payroll Settings.
  2. Select the Calendars tab.
  3. Click the menu icon to the right of the pay calendar you want to inactivate.
  4. Select Mark as Inactive.
  5. Click Inactivate.

To view and reinstate an inactive pay calendar:

  1. In the Settings menu, select Payroll Settings.
  2. Select the Calendars tab.
  3. Under Pay Calendars, click Show inactive items.
  4. Click the menu icon to the right of the pay calendar you want to reinstate.
  5. Select Mark as Active.
  6. Click Activate.

Delete a pay calendar

  1. In the Settings menu, select Payroll Settings.
  2. Select the Calendars tab.
  3. Click the menu icon to the right of the pay calendar you want to delete.
  4. Select Delete. If the calendar is in use, you won’t see the Delete option.
  5. Click Confirm.

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