Frequencies & Pay Dates | Adding a New Frequency
Overview
Frequencies refer to the pay cycles within a company e.g. monthly, fortnightly or weekly. When a new company is added on the system, the frequencies are created. Thereafter, you can add more frequencies if necessary. If only one frequency has been setup on the system, the option to move between frequencies will not be available.
Edition
This feature is available on all PaySpace editions.
Navigation
Navigate > Config > Payroll > Payroll Config > Pay Frequencies
Details
An extract of the Company Pay Frequencies Screen.
To add a new frequency select the Add Frequency button and choose which type of frequency you would like to create.
An extract of the Company Pay Frequencies Screen when adding a Monthly Frequency.
Complete the parameter's of the new frequency and select the Preview button.
The system will show you a preview of all the runs for the tax year.
An extract of the Preview Screen.
Click on the Update button if all the runs generated as expected. Alternatively, select to Cancel this action should you need to make adjustments to the Pay Frequency.
Important Comments
Possible Reasons for Creating New Frequencies
- Paying employees based on different pay cycles, will require you to add a new frequency.
- Should groups of employees be paid on different pay dates, it is advisable to create a new frequency.
- Should there be a group of people not getting paid on the payroll, but you want to load them for reporting or legislative reasons, a new frequency may be beneficial to exclude the group from monthly standard reports.
Important Considerations when Creating New Frequencies
- Company Payroll Components and General Ledger Entries are added per frequency.
- Besides the legislative reports, most standard reports are generated per frequency by default.
- Should an employee be transferred to another frequency, the record in the old frequency will be terminated and added as a new employee in the other frequency. This will result in separate tax certificates for the employee for each frequency.
- Before adding a new frequency, consider the advanced Organisation Structure including grades,regions and pay points as an alternative to group employees.
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