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Configuring Pay Schedules

Overview #

This article explains how to configure pay schedules in Pro_Pay, our payroll processing software. Proper configuration of the pay schedule is crucial for determining scheduled pay dates and ensuring timely payroll processing.

Key Features #

  • Support for multiple pay frequencies (Weekly, Bi-weekly, Semi-monthly, Monthly)
  • Customizable pay days and call days
  • Automatic calculation of scheduled pay dates

Configuring Pay Schedules #

1. Pay Frequency #

Select the primary pay frequency for the employer:

  • (W) Weekly
  • (B) Bi-weekly
  • (S) Semi-monthly
  • (M) Monthly

Note: While some employees may have different pay frequencies, the primary frequency determines when the client must be placed on the weekly call schedule.

2. Weekly and Bi-weekly Payrolls #

Pay Day of the Week #

For Weekly and Bi-weekly payrolls, specify the pay date using a number (1-7):

  1. Sunday
  2. Monday
  3. Tuesday
  4. Wednesday
  5. Thursday
  6. Friday
  7. Saturday

Call Day of the Week #

Specify the day when the client must be contacted to submit payroll information, using the same numbering system as above.

First Pay Date (Bi-weekly Only) #

For Bi-weekly payrolls, enter the first payroll date. The system will automatically calculate future pay dates by adding 14-day increments.

3. Semi-monthly and Monthly Payrolls #

Pay Days #

  • Pay Day 1: Enter the first pay date of the month (1-31)
  • Pay Day 2: Enter the second pay date of the month (1-31)

Example: For semi-monthly payments on the 5th and 20th, set Pay Day 1 to “5” and Pay Day 2 to “20”.

Note: If Pay Day 1 is the 1st of the month, still click “1” to set it.

Call Days #

Enter the dates of the month when the client must be contacted to submit payroll information.

4. Call Time or Reporting Method #

Specify how and when payroll information should be submitted:

  • Enter a specific time for phone calls
  • Enter “FAX” if the client faxes payroll information
  • Enter “ONLINE” if the client submits payroll information online

Tip: Always set an agreed-upon time to call your client. Don’t rely on them to call you.

Troubleshooting #

Issue: Incorrect Pay Dates #

  1. Verify the selected pay frequency is correct
  2. For Weekly/Bi-weekly: Check the Pay Day of the Week setting
  3. For Bi-weekly: Confirm the First Pay Date is correct
  4. For Semi-monthly/Monthly: Verify Pay Day 1 and Pay Day 2 settings

Issue: Missed Payroll Submissions #

  1. Confirm the Call Day settings are correct
  2. Verify the Call Time or Reporting Method is accurately entered
  3. Ensure the client understands their responsibilities for timely submissions

Additional Help #

For further assistance, please consult our help menu within the Pro_Pay software or visit our website at https://www.Paysoft.com.

Feedback #

We value your input! If you have suggestions for improving this article or encounter any issues not addressed here, please contact our support team through the Pro_Pay software or our website.