If you need to change how often you pay an employee, the best time is at the beginning of a new tax year. This has to be before you start to process the first period. In certain circumstances, you can change during the tax year. Ensure that pay-related social insurance (PRSI) and universal social charge (USC) are calculated correctly for the employee. For example, the first pay run after changing the pay cycle must not overlap with the final pay run in the old pay cycle. NOTE: You can only change between a weekly and a monthly calendar during the tax year. You can only change a 2-weekly or 4-weekly cycles at the start of the new tax year. Weekly to monthly Example You want to switch an employee from weekly to monthly and want their first monthly wage to be March (tax month three). The last weekly pay run you can process is week eight. You must not process any weekly pay runs within tax month three (1 to 31 March). If you processed weekly pay for the employee in March, continue to process their pay weekly until the last weekly pay run (tax week 13). Between tax week 13 and tax week 14, you can change the employee’s pay cycle to monthly. Then begin processing them as a monthly employee in April (tax month four). The last weekly pay run to process on the old pay cycle: ▼The last weekly pay run to process on the old pay cycle | First monthly payment | Last weekly pay run that you can process before switching | | Month 1: January | Week 52 (previous tax year) | | Month 2: February | Week 4 | | Month 3: March | Week 8 | | Month 4: April | Week 13 | | Month 5: May | Week 17 | | Month 6: June | Week 21 | | Month 7: July | Week 26 | | Month 8: August | Week 30 | | Month 9: September | Week 34 | | Month 10: October | Week 39 | | Month 11: November | Week 43 | | Month 12: December | Week 47 | Monthly to weekly ▼The last monthly pay run to process in the old pay cycle | First weekly payment | Last monthly pay run that you can process before switching | | Week 1 | Month 12: December (previous tax year) | | Week 5 | Month 1: January | | Week 9 | Month 2: February | | Week 14 | Month 3: March | | Week 18 | Month 4: April | | Week 22 | Month 5: May | | Week 27 | Month 6: June | | Week 31 | Month 7: July | | Week 35 | Month 8: August | | Week 40 | Month 9: September | | Week 44 | Month 10: October | | Week 48 | Month 11: November | If you have overlapping periods If you can't process the first pay run in the new pay cycle because it overlaps with a completed pay run in the old pay cycle, you can either: - Continue processing using the old pay cycle if you want to switch from weekly to monthly. It can be easier to continue processing using weekly until the next available monthly processing date
- Wait until the new tax year. The best time to change a pay cycle is at the start of the new tax year and before you process a pay run. This avoids the possibility of overlapping pay runs
To change an employee's pay cycle - Select Employees from the menu bar, then choose the relevant employee to open their record.
- On the Pay Cycle list, choose the relevant pay frequency option.
- Select Save.
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