Pay Schedules will either be used in the ACA module for tracking hours in accordance with payroll cycles rather than on a calendar month basis or in the HRIS module for time-off accruals which occur on a per pay period basis. Pay Schedules will also be used 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. Note 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.
Pay Schedules are only required if the employer is using the ACA or HRIS module and any of these scenarios apply, or if the company is automating the remaining deductions for FSA or HSA type plans.
To add the company's pay periods go to Pay Schedules in the group's profile, select Add Pay Schedule and provide the pay schedule NAME then Add Payroll Schedule. For the name, you will want to keep it simple and avoid any dates.
Pay periods can either be imported using the Actions > Import Pay Periods option and selecting a file in the Pay Period Template format. A file template can be found at the bottom of this page. The Name listed on the template must match the pay schedule name previously assigned. Start is the first day of the pay period, End is the last day of the pay period, and Process is not used. We recommend using the same date as END for Process.
Pay Periods can also be added individually by selecting Actions > Add Pay Period. The pay period START DATE and END DATE will need to be entered for each pay period separately using this method.
If you are using pay schedules for FSA or HSA plan types, you will need to 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 you will need to include the pay period from 12-24 to 1-7 and you will want the same pay period to cover the end. This will ensure the system knows how many pay periods are included in the plan year to determine how many are remaining.
If you have more than one pay schedule for employees it will cause all schedules to no longer work as intended, so we recommend having only one pay schedule. You can, however, have multiple years on a single pay schedule. For example, you can have one schedule cover 2018, 2019, and 2020.