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Set up the payroll calendar

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Summary

This guide explains how to set up your payroll calendar in Sage Payroll.

Description

Before you begin to process pay in a new company or tax year, you must set up the payroll calendar. You can enter default dates on which to pay your employees for each pay period. For example, if you pay your employees by cash and by bank transfer on different dates.

When you set a pay period, the dates automatically default to those set up in the calendar. This means you don't need to manually enter them each time.

Resolution

What date should I use?

You must send a payroll submission to Revenue each time you pay your employees. The payment date for each employee is included on this submission and it must reflect the day you actually pay them.

If this means you need to change your pay date, you can either follow the steps below to create a new calendar, or you can edit an existing calendar.


Create a new payroll calendar

  1. From the menu bar at the top of your window, click Company/Payroll then click Calendar.
  2. Click the New Calendar tab, then complete the following information:
    Pay Date

    Enter the date of the first period for the current tax year.

    This is the date that employees receive payment for a pay period. This date is included each time you make your payroll submissions to Revenue. This date is also recorded in each employee's Earnings, Tax & PRSI (ETP) tab.

    For example, if you pay your employees on a Friday, enter the first Friday of the tax year.

    Cheque DateIf you pay your employees by cheque, enter the date you intend to issue the first cheque.
    Giro DateIf you pay your employees by giro, enter the date you intend to issue the first giro.
    Bank DateIf you pay your employees by bank transfer, enter the date you intend to transfer the first payment to their bank accounts. This is the date the employees will receive the money, not the date you process the bank transfer.

    For example, if you pay your employees on a Friday but process the payment 2 to 3 days earlier, you still need to enter Friday's date as the pay day.
    Valid Pay DaysIf the payroll is monthly, bi-monthly or quarterly, select the valid pay days.
    Nominal StartEnter the calendar month in which the nominal period allocation starts.

    You can post nominal values from Sage Payroll directly into your Sage accounting software.
    No. of days between Pay Date and...If applicable, enter the number of days you want between the actual pay date and the date you process cheques, giros and bank transfers on.
  3. In the Financial Year Details section:
    ‚Äč NOTE: Completing one of the following options in this section will ensure you receive the appropriate reminder to clear your financial year balances at the end of your financial year. For more information about this, view this guide.
    Financial Year is the same as Tax Year
    (January - December)
    If your financial year runs from January to December and is therefore the same as the Tax Year, tick this box.
    Financial Year will end after period

    Where your financial year is different to the Tax Year,  enter the final period number of your financial year in the Financial Year will end after period section.


  4. Click Update.
  5. Review the information held within the Calendar Details tab. Edit if required.
  6. If you made a mistake and need to re-create the calendar, simply repeat the steps above and enter the correct details.

Edit an existing calendar

NOTE: You don't need to edit your calendar to process an extra pay period at year end. Read more >

  1. From the menu bar at the top of your window, click Company/Payroll then click Calendar.
  2. Amend the relevant dates as required, then click Save.

Set up the 2023 tax calendar

  1. Click Company/Payroll then click Calendar.
  2. Click the New Calendar tab.
  3. Enter the calendar details for period one of the new tax year.

    CAUTION: It is very important to enter the correct dates for period 1 of 2023, as the dates entered as 1st Pay Period Dates determine the dates used when setting later pay periods in 2023.

    Payroll Frequency1st Pay Period Date Range
    WeeklyJanuary 1 - January 7
    FortnightlyJanuary 1 - January 14
    Monthly January 1 - January 31
    Bi-monthly January 1 - January 16
    4-Weekly January 1 - January 28
    Quarterly January 1 - March 31
  4. Click Update, then click Save.