Changing Pay Frequency for Payroll

• How to prepare to change to pay frequency for payroll?

• Switching from monthly to semi monthly payroll. 

• Enterprise ERP Payroll

• Employee Master

• Employee Job/Salary

• Pay Master

• Deduction and Benefit Master

• Employee Deductions

• Job Class Master

• Position Control

• Salary Tables

• Generate Defaults

• Tax Tables

looking to switch Pay Frequency of payroll

There are a number of items to consider when converting the pay frequency for a group of employees.

1. Go to Employee Master (Payroll > Employee Maintenance > Employee Master) 

   1. Update the Primary Pay Frequency.

   2. If there is a large number of records to update, this can be done via Import.

2. If Salary tables are used:

   1. Go to Salary Tables (Human Resources > Position Control and Budgeting > Salary Tables)

   2. The pay frequency, default pay periods, hours/period, and days/period fields and rates may need to be adjusted. 

3. If Salary tables are NOT used:

   1. Go to Job Class Master (Payroll>Payroll Setup>Job Class Master) and Update the min rate, max rate, pay frequency, pay periods, and hours/period fields on the Salary Data tab.

   2. If using Position Control, go to (Human Resources>Position Control and Budgeting>Position Control) and Update the min rate, max rate, pay frequency, pay periods, and hours/period fields on the Salary Data tab

4. If not using annual tax tables, they will need to be rebuilt with the correct Pay Frequency.

   1. Go to Tax Tables (Payroll > Payroll Setup > Income Tax Setup > Tax Tables) to Add the new tables with the correct frequencies and rates.

5. Go to Deduction and Benefit Master (Payroll>Payroll Setup>Deduction and Benefit Master)

   1. Search for applicable deductions.  

   2. Click the Cycles tab. Click Update. Click applicable cycles. Click Accept.  

   3. May need to change the employee and/or employer amounts for any flat amount deductions.

6. Go to Pay Master (Payroll>Payroll Setup>Pay Master) 

   1. Search for applicable pay codes. Click Update. Click the Paycheck/Cycles tab. Check cycles as necessary. 

7. Go to Employee Job/Salary (Payroll > Employee Maintenance > Employee Job/Salary)

   1. Update the Pay Frequency field as well as other applicable defaults (num of pays, days per period, sched hours). If there are a lot of records this can be done via Import. 

      1. Deleting and re-adding will also pull the new frequency fields from Employee Master and Job Class/Position/Salary table defaults. 

   2. The Cycles/Other tab will need to have the Cycles adjusted for the new Pay Frequency. (This can also be done via Import or by clicking Global Update in the toolbar)

8. Go to Employee Deductions (Payroll>Employee Maintenance>Employee Deductions)

   1. Click the Cycles Tab. Click Update. Make necessary changes or use the Mass Update Option in the toolbar. 

9. Generate Defaults for Payroll may need to be reviewed. Go to Payroll Control Settings (Payroll>Payroll Setup>Payroll Control Settings)

   1. Click Accept. Click Run Control. 

   2. Click Generate Defaults in the toolbar. 

   3. Click Update. Make any necessary changes to the Default Payroll Periods. 

   4. Do this for each payroll run type.

It is highly recommended to convert an employee (or group of employees) in EERP Test or Train, then run a test payroll for verification before implementing the changes in EERP Live.