Edit calendar dates

Important: Contact your Customer Support Team for assistance before proceeding

The calendar includes information about your pay period ending dates, payment dates and submit for processing dates.

To change a payment date for an open pay period, edit the date on the Edit Pay Period page. From the Pay Period page, click the Pay Period Number.

To change the permanent instructions for future payment dates, use the Calendar Rules page. From the Company menu, select Calendar > Calendar Rules.

To change any dates for a future pay period that is not your next scheduled run, either wait until you’re ready to process that run or contact your Customer Support Team for assistance.

Calendar Rules page

The Calendar Rules page defines the payroll instructions for the pay period ending date, payment date and submit for processing date for future payrolls.

Any changes to the calendar rules take effect on the selected Effective Payment Date entered in the New Rules section.

The Existing Rules section displays the calendar rules currently in effect for your payroll.

Use the New Rules section to make changes to any existing rules if required for future pay periods.

Tasks

Edit calendar rules

Important:

A change to a pay period ending date in your payroll calendar will impact Time Off Requests if you use this functionality in Powerpay. Prior to changing your payroll calendar, you must cancel all pending and approved time off requests for all employees within the changed period(s). After making the change to your calendar, re-enter the time off requests.
Changes to the pay period ending dates by a day or two can be completed with minimal impact. However, changes to dates by a week or more will cause ROE errors. Contact your Customer Support Team for assistance before proceeding.
In addition, if your pay period ending date is changing due to a payroll frequency change, ROEs must be generated to comply with Service Canada requirements.

Go to the View Calendar page. From the Company menu, select Calendar > View Calendar. to identify which pay period number the new rule should take effect on.
Go to the Calendar Rules page. From the Company menu, select Calendar > Calendar Rules.
Navigate to the New Rules section.
Enter the pay period number when the new rule is to begin in the PPN field.
Enter the payment date for the PPN the new rule takes effect in the Effective payment date field.
Complete the remaining fields with the new rule requirements.
Click Save.
Confirm the new dates on the View Calendar page. From the Company menu, select Calendar > View Calendar.

Important: Verify the pay period information to confirm the pay periods continue to be sequential and dates aren’t missing or incorrect.
Click Approve to approve the calendar.

A message appears on the Pay Period page directing you back to the View Calendar page, preventing any runs from being open or modified until the approval is complete.

To change individual payment dates for future payrolls that cannot be modified using the Calendars Rules page, contact your Customer Support Team.

Next steps

All the rules listed in the Existing Rules section are applied to your calendar, and display on your View Calendar page. Once approved, the calendar is used to populate the dates when opening regularly scheduled runs.

Calendar Rules Field Information

New Rules

Use the New Rules section to make changes to any existing rules if required for future pay periods.

For example, if a change in company policy requires that you select a different option in the Pay Period Ending Date section, use the New Rules section to set up the new criteria.

Important:

A change to a pay period ending date in your payroll calendar will impact Time Off Requests if you use this functionality in Powerpay. Prior to changing your payroll calendar, you must cancel all pending and approved time off requests for all employees within the changed period(s). After making the change to your calendar, re-enter the time off requests.
Changes to the pay period ending dates by a day or two can be completed with minimal impact. However, changes to dates by a week or more will cause ROE errors. Contact your Customer Support Team for assistance before proceeding.
In addition, if your pay period ending date is changing due to a payroll frequency change, ROEs must be generated to comply with Service Canada requirements.

Note: You must make selections in all sections of the New Rules section (other than the Processing Date section) to save the Calendar Rules page.

Effective Pay Period Information - Use this section to define the new effective pay period rules for your calendar. Enter the new effective payment date (month/day/year) along with the new corresponding effective pay period number. Before entering a change to this field, contact your Customer Support Team. They will review your situation with you to ensure ROE errors are prevented.
Payment Date - Select the option that applies to your payroll.
Pay Period Ending Date - Select the option that applies to your payroll.
For Semi-monthly payrolls:
There is no overlap between the Pay Period Ending and Payment Dates from one month to another.
Example: Pay period cuff off dates are 15th and month end

Select the Specific Dates option.

For the pay period ending the 15th, select 15 from the 1st Pay Period Ending Date of each month list.

For the month end pay period, select last day of month from the 2nd Pay Period Ending Date of each month list.

Note: The date selected in the 2nd Pay Period Ending Date of each month list must always be later than the date in 1st Pay Period Ending Date each month list.
There is an overlap between the Pay Period Ending and Payment Dates from one month to another.
Example: Pay periods end on 15th and month end; Payday is to be the 3rd and 18th of the month.

Select the Specific Dates option.

For the pay period ending the 15th, select 18 from the 2nd Payment Date of each month list.

For the month end pay period, select 3 from the 1st Payment Date of each month list.

Note: The date selected in the 2nd Payment Date of each month list must always be later than the date in 1st Payment Date of each month list.
Processing Date - If a change is required to the Processing Date, contact your Customer Support Team as they are responsible for making changes to this field.

Note: The Processing Date could have implications on the timeliness required for employee direct deposits. If this applies to you, your Customer Support Team will review this situation with you and make the required selection. To avoid a Late Funding fee charge, the payroll’s Approved Funding Due Date displays.