Payroll Calendar
On the Payroll Calendar page, you can manage the details of existing pay periods and pay schedules. The default view is Pay Periods, but you can use the drop-down at the top of the page to switch back and forth between the lists.
The Pay Periods list displays all of the pay periods for published pay schedules. The list shows the schedule name the pay period is part of, the date range of the pay period, and the pay groups associated with it.
Click the plus icon beside the Schedule Name column to see more details about the pay period, including employee and supervisor deadlines, if applicable, and paydays.
Click the Options button in the Action column to edit or delete the pay period.
Use the Pay Periods filter to sort by schedule name, pay period date range, pay group, employee or supervisor deadline, and paydays.
Click the Create pay schedule button at the top right of the list to start creating a new pay schedule.
The Pay Schedules list displays all of the pay schedules created by your school. The list shows the pay schedule’s name, timeframe, status.
Click the plus icon beside the Name column to view more details, including pay groups, frequency, if employees track time online, a list of the pay periods, employee and supervisor deadlines (if applicable), and paydays.
Click the Options button in the Action column to publish, edit, or delete the pay schedule. You can also manage pay groups associated with it.
Use the Pay Schedules filter to sort by name, timeframe, pay group, frequency, if employees track time online, and status (draft or published).
Click the Create pay schedule button at the top right of the list to start creating a new pay schedule.
Click the drop-down at the top of the list and choose either Pay Periods or Pay Schedules.
From the Payroll Calendar page, click the Create pay schedule button.
Complete steps 1–5 of the Create Pay Schedule wizard.
Save.
Tip
See Create Payroll Schedule for detailed information about completing each step.
Click the Options button at the end of the row of the pay schedule you want to edit.
Choose Edit from the drop-down. The Create Pay Schedule pop-up opens to Step 1.
Edit any necessary details. You can either go through each step and confirm and finish in Step 5 or click Save and finish later at any step once you’ve changed what you need.
Note
You can’t edit a published schedule if the start date has already passed.
Note
If you make any changes in Step 1 or 2, the pay periods are automatically recalculated using the new information. You’ll need to go back to Step 4 to re-enter any changes to individual pay periods.
Note
You can’t publish a schedule if there aren’t pay groups associated with it. You can add pay groups by choosing either Edit or Manage Pay Groups from the Options drop-down.
Click the Options button at the end of the row of the pay schedule you want to publish.
Choose Publish from the drop-down. Publishing a schedule means that it becomes available to your employees to use when entering their time. A pop-up reminds you about this and asks you to confirm.
The Payroll Calendar administrator setting also has to be turned on for published schedules to be available to employees. If the setting isn’t on, a pop-up lets you know.
Note
Pay Groups you have access to are managed by permissions. Contact your campus support team if you aren’t seeing the pay groups you think you should.
On the Payroll Calendar page, choose the pay schedule that you want to manage pay groups for.
Choose Manage Pay Groups from the Options drop-down.
Make changes or additions on the Manage Pay Groups pop-up.
Click Save.
Note
You can only delete schedules that are in Draft status.
Click the Options drop-down in the row of the pay schedule you want to delete.
Choose Delete from the drop-down.
Click Yes, delete on the confirmation pop-up.
Note
Only delete draft pay schedules you’re sure you never want to work with again, because once they’re deleted, they can’t be recovered.
Click the plus icon beside any pay schedule to view more details, including a list of the pay periods, deadlines (if applicable to the schedule), and payday dates.
Click the plus icon beside the schedule name of the pay period to see employee and supervisor deadlines, if applicable, and paydays.
Use the Pay Periods filter to limit or expand the pay periods that display in the list.
Once you make your selections, click Apply to filter the list.
Filter choices are:
Schedule Name: Start typing in this field to display a drop-down list of available pay schedules. You can select more than one pay schedule name.
Pay Periods: This field is a date range. You can enter a start date, end date, or both.
Pay Groups: Start typing in this field to display a drop-down list of available pay groups. You can select more than one pay group.
Employee Deadline: This field is a date range. You can enter a start date, end date, or both.
Supervisor Deadline: This field is a date range. You can enter a start date, end date, or both.
Payday: This field is a date range. You can enter a start date, end date, or both.
Once you make your selections, click Apply to filter the list.
Tip
You can also save filter selections for access later.
If a holiday falls in a pay period, a blue info icon displays in the Pay Period column. Click it to see the holiday name and date.
In the row of the pay period you want to edit, click Options in the Action column.
Click Edit.
On the Pay Periods pop-up, edit the deadlines and/or payday.
Click Save.
In the row of the pay period you want to edit, click Options in the Action column.
Click Delete.
Click Yes, delete on the confirmation pop-up.
Note
Deleting a pay period also deletes all the pay periods that come after it in the pay schedule.
Only pay periods in published pay schedules display in this list.
The pay period and the remaining pay periods in the pay schedule are deleted.
Pay schedules are listed in chronological order.
A schedule can’t be published if there aren’t pay groups associated with it, if its end date has already passed, if it’s already published, or if the only pay group associated with it has an end date that is in the past.
No, published schedules can’t be deleted.
Yes, you can edit a published schedule as long as the start date hasn’t passed.
Access to pay groups is managed by permissions. Contact your campus support team if you don’t see the pay groups you think you should.