A payroll calendar is the timetable that every payroll run for a legal entity is built against. It fixes the pay frequency, the base currency and the offset days that generate each period’s cut-off, approval, bank submission, payslip and posting dates. Set one up per entity before you configure profiles or run payroll.
Before you start
- You need permission to manage payroll settings for the entity.
- Confirm the legal entity the calendar belongs to — a calendar is tied to one entity and the entity cannot be changed later.
- Note that only monthly pay frequency is enabled in this version; other frequencies are modelled but not yet activated.
Steps
- Open the Payroll workspace and go to the Calendar panel.
- Select the entity the calendar belongs to. This is required when creating and is fixed once saved.
- Enter a Name for the calendar (required, up to 180 characters).
- Choose the Pay frequency (required). Only Monthly is accepted; any other value is rejected.
- Set the Base currency (required) as a three-letter currency code, for example KES or ZAR.
- Optionally set the scheduling offsets, all of which are optional:
- Pay day of month (0–31)
- Cut-off offset days (−60 to 60)
- Approval offset days (−60 to 60)
- Bank submission offset days (−60 to 60)
- Payslip offset days (−60 to 60)
- Posting offset days (−60 to 60)
- Optionally switch on Working day adjust so dates that fall on non-working days shift automatically.
- Save the calendar.
[screenshot: Payroll Calendar panel with entity, name, frequency, currency and offset fields]
Result
The entity now has a payroll calendar. Periods generated from it inherit the frequency, currency and offset days you set, so each run’s cut-off, approval, bank, payslip and posting dates are calculated consistently.