When configuring pay cycles in Config > Payroll > Pay Cycles, you will need to set an Expected Pay Date and a Due Date. When processing the payroll you have the ability to edit the Pay Date as well. These dates all have a different purpose, as outlined below.
Expected Pay Date
The Expected Pay Date is the date that a pay cycle is expected to be paid. It is set relative to the pay cycle (eg ‘x’ days after the end of the pay cycle) and is always dated in the future.
It is calculated when a pay cycle is created or updated and is preset for all pay periods within the pay cycle.
This date is used when calculating pays with the intention of aligning the calculation of the pay with when the payment is likely to actually be made. This assists in calculating superannuation correctly.
If the Expected Pay Date for a pay cycle falls in the past, the system will automatically select the Expected Pay Date for the current or next pay period, depending on whether the pay cycle is configured to be paid in advance or arrears.
When a pay is recalculated, the Expected Pay Date will also update if it is now a past date.
The Due Date determines which pays within a specific pay cycle are visible in Payroll > Process Payroll > Process Payroll, when using the ‘All Ready to be Paid’ filter. For example, if you set a Due Date for a monthly pay period as 15 days into the cycle, these timesheets would not be visible for the first few weeks of the month, using the above filtering option.
This date is a reporting function intended to present you with the items that need action. It is not used in any calculations.
The Pay Date is the date that the pay is actually made. It is set when a pay is added to a pay run and recorded when the associated bank file is downloaded. This date is used in the majority of the reports, unless you are using transaction dates.
- If you have a consistent process for payroll (eg paying weekly in arrears on a Tuesday), the Pay Date is generally the same as the Expected Pay Date.
- If the Pay Date and Expected Pay Date fall in different months, you will need to recalculate the applicable pays.
You can view the Pay Date associated with an employee pay in the Payroll > Process Payroll > Process Payroll screen, by expanding the employee pay. The Pay Date will be listed in the right column above the Pay Advice Notes.
Prior to locking a pay run, the Pay Date can still be edited.