The pay period (also known as a pay group) determines the start date and frequency of your timesheets.
What's covered in this guide?:
Create a pay period
To create a pay period:
Navigate Settings > All Settings > Timesheet > Manage Pay Periods
Create '+ New'
Frequency: Select the frequency of how often employees are paid under this period.
Start Date: The first day of the pay period cycle
Payroll Integration: link to a payroll system
Overtime Averaging Start Date: If you're using overtime averaging (e.g. over 4 weeks), this is when the averaging period begins.
Assign a pay period
Once a pay period has been created, you can assign it to employees by navigating to their profile > pay conditions > pay configuration or by using the bulk tagging tool.
Note: The pay period for next clock in will only appear on profiles if your account has more than one pay period configured.
Once a pay period is assigned to an employee, it will appear as an independent set of timesheets:
Change a pay period
When you assign an employee to a new pay period, Workforce.com automatically migrates all future shifts and leave requests to align with the new pay period. This helps keep everything consistent and organized and no manual cleanup needed.
Clock-ins will begin appearing under the new pay period based on the start date you set:
If the start date is in the future: Clock-ins will move over starting on that date.
If the start date is in the past: Clock-ins will shift from the moment the employee is assigned to the new pay period.
Overlapping Pay Periods
If there’s an overlap between the old and new pay periods, the system will cut off the old pay period at the start date of the new one. As a result, you’ll need to export timesheets separately, one set for the old pay period and one for the new.
Delete a pay period
To delete a pay period, navigate Settings > All Settings > Timesheet > Manage Pay Periods.
Note: The delete button will only appear for pay periods with no employees assigned, and no timesheets that use this pay period. For pay periods with existing timesheets, use turn off 'Visibility in Workforce.com' to remove visibility in your account.
FAQ and troubleshooting
If an employee hasn't changed over to the new pay period
If an employee hasn't changed over to the new pay period
Workforce.com allocates all times recorded to the new pay period only after the first clock-in occurs after the pay period start date. Until a clock-in is recorded, all other times will continue to be entered on the prior pay period (e.g. break start/end and clock-out's will enter on the old pay period until a clock-in is recorded).
What pay period frequencies does Workforce.com support?
What pay period frequencies does Workforce.com support?
Currently, we support Pay Period frequencies - Weekly, Fortnightly, Semi-Monthly and Monthly.
Why doesn't the semi-monthly option align with the calendar?
Why doesn't the semi-monthly option align with the calendar?
month?
To align a semi-monthly pay period with calendar months, pick the 1st of a month as the pay period start date. Workforce.com will count 15 days from the start date as the end of the first pay period, and then take the last date of the month as the end date.
Why can't I see the option to change an employee's pay period on their profile?
Why can't I see the option to change an employee's pay period on their profile?
The pay period selector only displays in Workforce.com when there are more than one pay periods visible. To make a pay period visible, visit the pay periods settings page, and click 'visible in Workforce.com' on the respective pay period.