Set up a pay calendar

Add pay calendars in payroll to decide how often you pay your employees.

How pay calendars work

Pay calendars control how often you pay your employees. Once you've set one up, you can assign it to each employee. You can also set up different pay calendars for different employees or groups. For example, you can assign calendars to pay some employees weekly and others monthly, or pay everyone at the same time.

Fortnightly pay days occur 26 times per year, and half-monthly pay days occur 24 times per year.

Half-monthly pay calendar

The number of days in the first pay period of a half-monthly calendar is always 15 days including the start date. This is true irrespective of the start date. The second pay period begins the day after the first pay period ends to the day before the next pay period starts. It will be 13, 15 or 16 days depending on the month.

For example, if the start date is the 3rd of the month, Xero calculates the 3rd day of the month plus 14 days. The second pay period then begins on the 18th until the 2nd of the month.

Set up a pay calendar

  1. In the Settings menu, select General Settings.
  2. Under Features, click Payroll Settings.
  3. Click the Calendars tab and click Add Pay Calendar.
  4. Select how often you'll pay your employees from the Pay Period list.
  5. Enter a name for your pay calendar.
  6. Click in the Start Date field and select when the calendar will begin.
  7. Click in the First Payment Date field and select when you'll first pay your employees.
  8. Check when the first pay period ends and the upcoming payment dates. These are shown below the selected dates.

    Check upcoming dates

  9. If needed, make changes to the dates.
  10. Click Add.
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 first switch your employee to a new calendar before making these changes.

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