Pay schedules, pay periods, and check dates
Pay schedules let you decide how frequently you pay workers. You can pay everyone at the same time, or on different schedules. For example, you could pay hourly workers every other Friday (bi-weekly), and salary workers on the first and fifteenth each month (semi-monthly).
The pay received on these dates is compensation for their work performed in the pay period. Each check date belongs to a pay period, and each pay period belongs to a pay schedule.
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Select an Upcoming Pay Run Saving employee pay items I'm past the "submit by" date
Pay Schedules
The Pay Schedules tab lets you see, edit, and add to your existing pay schedules.
Editing Pay Schedules
You can edit a pay schedule's name, check date, and start and end dates. You cannot change the pay frequency of a pay schedule.
You can edit:
- Schedule name
- Check date
- Period start date
- Period end date
You cannot edit
- Pay frequency
If you need to pay workers at a different pay frequency, click Add Pay Schedule, create a new pay schedule at that frequency, and assign it to your workers.
Upcoming pay runs
In Payroll> Run Payroll, you'll see a list of upcoming pay runs for each pay schedule.
For each schedule, you see the check date, pay period, payroll submission deadline, schedule name, and pay frequency. Click Start (or Continue) to begin processing the pay run.
Note: If you’re past the submission deadline, you may need to issue paper checks.
Are you past the submission deadline?
When creating a pay schedule with a recurring pay day, each pay period will have a "submit by" date. Submitting payroll by this date allows enough time for ACH processing to distribute payroll funds to worker bank accounts for direct deposit.
Past the “Submit By” date
If you’re past the “submit by” date, you’ll see it in red. You can still run payroll for this schedule, but workers will be paid later than their usual payday. To avoid this, you could still run payroll, but hold all direct deposits and process as a paper check.
Skip Pay Period?
Once the check date has lapsed, you’ll have the option to skip the pay period.
Important: Skipping the pay period means no wages will be paid for this pay period.
Add and edit wages and pay types
If the pay period is closed in Time Tracking, and hours have been sent, you’ll see hours and wages have already been entered for the pay run.
You can still click a worker’s wages to edit wages and add new pay types.
You can update compensation and pay rates, and add pay types. Updates you make only apply to this pay run, and will not affect the worker’s default compensation.
How to reset entered hours and added pay types
You can reset all hours, wages, and added pay rows, by clicking the summary above the Hours and Wages columns.
Click Yes, default hours to reset to the workers’ default compensation and pay types.
Note: You can update a worker’s default compensation and pay items in their profile, under Compensation.
Update default compensation and pay items
When you click Start to open a pay period, OnPay references the default compensation and pay items in each worker's profile, to calculate their wages and let you enter any additional pay. You can make changes to the default compensation and pay items available for each worker in their profile. Note that these changes are not applied to any opened pay period, as these details have already been referenced.
In the worker’s profile, click-to-edit the Compensation tile.
When you update their base pay, you can choose the pay period when this change will take effect. You can also add pay items, making them available for this employee in every future pay run.
Important: Compensation and pay item changes made in an employee's profile will not update an their pay within a started pay period.