Overview
A Pay Cycle is the set period that covers each employee pay. In the Astute system, pay cycles can be set up with varying frequencies.
The Config > Payroll > Pay Cycles screen will list all pay cycles that have been configured in your portal. Each portal will initially contain three preset pay cycles which can be edited to your requirements or deleted.
Adding a Pay Cycle
To add a Pay Cycle:
- Go to Config > Payroll > Pay Cycles > click ‘Create New Pay Cycle’.
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Enter a Name for the Pay Cycle.
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Set the Pay Cycle frequency under by entering a number in the free text field and selecting a unit from the drop-down field (Day, Week or Month).
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Select a Pay Cycle Option. Set the Expected Pay Date. Enter the number of days after or before the start or end of the Pay Cycle. This is the date that employees are expected to be paid for each pay period.
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Enter the Start Date and Due Date for the Pay Cycle.
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If this is your portal’s Default Pay Cycle, tick the checkbox. When the checkbox is ticked, this pay cycle will be assigned to any new employees by default
- Click Save.
Please refer to the table below for more information on the fields required when adding a pay cycle.
Pay Cycle Options |
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Expected Pay Date |
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Start Date |
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Due Date |
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Select a Start Date for a Pay Cycle
The Start Date that you set when you create a new Pay Cycle will be the earlier date that you will be able to choose when you create a Lump Sum Pay.
For example, if a Start Date is set as 01 January 2023, you will be unable to add a Lump Sum Pay for any periods which fall prior to this date. The system will flag an error, as any pay periods preceding 01 January 2023 do not exist.
If it's possible that you may need to process a Lump Sum Pay for an earlier period using this Pay Cycle, you will need to consider this when setting the Start Date. For example, if you create the Pay Cycle midway through a financial year, you may like to set the Start Date so that it covers the entire financial year in case you need to make adjustments at EOFY.
Editing a Pay Cycle
You can view and edit the settings for a pay cycle by clicking on the Pay Cycle name in Config > Payroll > Pay Cycles.
Once a pay cycle has been linked to a pay run, the following fields will be locked and cannot be edited:
- Pay Cycle
- Pay Cycle Option
- Start Date
- Due Date
You are able to rename the pay cycle, change the Default status and update the Expected Pay Date. Click Save to apply any changes which are made.
The settings screen for a pay cycle will include a table showing the previous, current and next pay periods.
Archiving a Pay Cycle
Pay Cycles which are no longer required can be archived so that they do not appear on the Pay Cycle report by default
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Tick the checkbox to the left of a Pay Cycle name.
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Click ‘With selected pay cycles…’
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Select ‘Archive’ from the drop-down field.
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Click Go.
Activate a Pay Cycle
To reinstate an archived pay cycle
- Go to Report Settings > select ‘Archived’ from the Show drop-down field > Go.
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Tick the checkbox to the left of a Pay Cycle name.
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Click ‘With selected pay cycles…’
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Select ‘Activate’ from the drop-down field.
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Click Go.
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