Pay Schedules are only required if the employer is using the ACA or HRIS module, or if the company is automating the remaining deductions for FSA or HSA type plans.
Pay Schedules are used as follows:
- In the ACA module for tracking hours in accordance with payroll cycles rather than on a calendar month basis.
- In the HRIS module for time-off accruals which occur on a per pay period basis.
- To automate the remaining deduction periods in a calendar year for plans that are set up to USE REMAINING DEDUCTION PERIODS on the Benefits > Eligibility page.
- This option is used to calculate an employee's per pay period contribution for plans that use annual elections like FSA Health Care, FSA Dependent Care, and Health Savings Accounts.
- EaseCentral will take the annual amount elected and divide it by the amount of pay periods remaining in the year according to the Payroll Schedule.
- If the Plan Deduction Cycle on the Plan > Profile page is Employee Pay Cycle (which is the default), then we'll automatically calculate the remaining pay periods for the employee based on the Payroll Schedule added.
- If the plan uses a pay cycle other than the default Employee Pay Cycle, and an alternative DEDUCTION CYCLE is selected on the Benefits > Profile page, the REMAINING DEDUCTION PERIODS field will still be displayed and will need to be entered so EaseCentral will know how many deduction periods are left in the year. EaseCentral will use the manually entered value on the Employees > Profile > Employment page for REMAINING DEDUCTION PERIODS.
- If you are using pay schedules for FSA or HSA plan types, ensure that the pay schedule covers the entire plan year.
- If your pay periods go from the 8th through the 23rd and the 24th through the 7th and your FSA plan goes from 1/1 to 12/31, include the pay period from 12/24 to 1/7 at the beginning and the end. This will ensure the system knows how many pay periods are included in the plan year.
To add the company's pay periods:
1. Go to Pay Schedules in the group's profile.
2. Select Add Pay Schedule.
3. Enter pay schedule NAME.
- Keep it simple and avoid any dates.
4. Click Add Payroll Schedule.
Pay periods can be imported using the Actions > Import Pay Periods option.
1. Create an import file using Pay Period Template format.
- A file template can be found at the bottom of this page.
2. Add Name to all rows.
- Name listed on the template must match the pay schedule name previously assigned.
3. Add start dates.
- Start Date is the first day of the pay period.
4. Add end dates.
- End Date is the last day of the pay period.
5. Click Actions > Import Pay Periods.
6. Click Choose File.
7. Locate file on local computer and click Open.
8. If you wish, click Test Import before importing.
9. Click Actions > Import.
Pay Periods can also be added individually by selecting Actions > Add Pay Period.
- Dates will need to be entered for each pay period separately using this method.
- Best practice when adding a few additional pay periods after an import.
1. Add START DATE and END DATE.
2. Click Add Pay Period.
Multiple pay schedules can be used, i.e. Bi-Weekly, Monthly and Semi-Monthly. However, employees should only be eligible for one pay schedule.
- It is best practice to create a single pay schedule (i.e.Semi-Monthly) and add data for all years.
- Assign eligibility to each pay schedule to ensure that any given employee is only eligible for one pay schedule, i.e. everyone at a location is paid bi-weekly or all members of a job class are paid Monthly.