Set up the payroll calendar

How to set up your payroll calendar in Sage Payroll.

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 new pay period, the dates automatically default to those setup in the calendar. This means you don't need to enter them each time.

What date to use

Send a payroll submission to Revenue each time you pay your employees. The submission includes the payment date for each employee, and it must reflect the day you actually pay them.

If this requires changing your pay date, you can either follow the steps below to create a new calendar or edit an existing one.

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Create a new payroll calendar

1. From the menu bar, go to Company/Payroll then select Calendar.
2. Go to the New Calendar tab, then Select dates to display.
3. Configure date display settings to remove any fields you don't need to see.
4. 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. Each time you submit your payroll to Revenue, include this date. Each employee's Earnings, Tax & PRSI (ETP) tab records this date as well.    NOTE: Even if you're setting up mid tax year, enter your period one pay date. For example, if you pay your employees on a Friday, enter the first Friday of the tax year.
   Cheque Date	If you pay your employees by cheque, enter the date you intend to issue the first cheque.
   Giro Date	If you pay your employees by giro, enter the date you intend to issue the first giro.
   Bank Date	If 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 receive the money, not the date you process the bank transfer. Even if you process payments two to three days earlier, enter Friday's date as the pay day.
   Valid Pay Days	If the payroll is monthly, bi-monthly or quarterly, select the valid pay days.
   Nominal Start	Enter 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.

5. In the Financial Year Details section:
   ​ NOTE: Choosing one of the following options ensures you receive a reminder to clear your financial year balances appropriately. Clear your financial year balances

   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, select this checkbox.
   Financial Year will end after period	If your financial year differs from the Tax Year, enter its final period number in the Financial Year will end after period section.

6. Select Update.
7. Review the information held in the Calendar Details tab and edit if required.

If you make a mistake and need to re-create the calendar, repeat the steps above and enter the correct details.

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Edit an existing calendar

NOTE: You don't need to edit your calendar to process an extra pay period at year end. Check if you have an extra pay period.

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

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Set up the 2025 tax calendar