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How to set a pay period
How to set a pay period

Set how often your employees should be paid salary by setting their pay period to monthly, fortnightly, weekly or four-weekly.

Frederik Bøgelund Christiansen avatar
Written by Frederik Bøgelund Christiansen
Updated over a week ago

🎯 For Admins in Planday that are not using the Xero payroll integration.

If using the Xero payroll integration, follow Xero payroll report overview or Export timesheets to Xero.sing payroll.


What is a pay period?

Pay period determines how often the employee will be paid for both hourly and fixed salaries.

You can set a pay period for each employee by going to People > Edit employee > Employment > Pay periods. The default Pay period is Monthly, which is pre-selected for all your employees unless you change it.

When processing your payroll from Payroll > Payroll export, you can select which Pay periods to include in your report.


Which pay period should you set?

You probably already have a pay period that works for your business and your region’s market requirements. Besides the default Monthly option, Employees may prefer to be paid more frequently on a weekly or fortnightly schedule giving them quick budgeting possibilities. However, it can be time-consuming to have to run payroll at a more frequent interval if you have many employees.

You have the following options to choose from when setting a Pay period:

  • Monthly - (default) - Employees get their hourly salary calculated for the month or earn a fixed income. This option is suitable for fixed-salaried employees.

  • Fortnightly - also known as bi-weekly or every other week pay period. Employees get their hourly salary calculated for two weeks. This option is suitable for hourly paid employees.

  • Weekly - You can use this to pay your hourly or fixed-salaried employees on a weekly basis.

  • Four-weekly - You can choose this option if you pay your employees after four weeks (as opposed to every calendar month). This option is suitable for hourly paid employees.


How to set or change an employee’s pay period?

While choosing a pay period when starting a new business may be easy, changing to a new period for existing employees can also be accomplished very quickly.

You can change an employee’s pay period by navigating to People > Employees > click the name of the employee and press Edit > go to Employment tab > scroll down to the Pay period section.

​When changing a pay period, you must specify when that Pay period should come into effect. Set this by selecting a future date under Valid from. The change will go into effect from 00:00 of the selected day.


How to set or change an employee’s Fixed salary?

You can set or change an employee's Fixed salary by navigating to People > Employees > click the name of the employee and press Edit > go to Employment tab > scroll down to the Fixed salary section > press Edit salary.

Planday EN Screenshots for HC.001.png

You can read more about it in How to set an employee's salary.


Exporting specific pay periods in Payroll export

To process your payroll for specific Pay periods, go to Payroll > Payroll export page.

Here you can choose a pay period by deselecting the ones you don't need depending on your payroll need. Select a Date interval to prepare your report.

From the Payroll export page, press Prepare report and export your information by pressing the Download PDF button. You can use this PDF to see if the data looks good before exporting a CSV or an integration-specific report.

Planday EN Screenshots for HC.002.png

Example of payroll report

The following payroll report shows an employee with a weekly pay period and a fixed salary of $1.000 distributed over 38 hours.

When running a report from 20/08/2022 – 30/8/2022, you can see the Pay period for an entire week between (20/08/2022 until 26/08/2022) with a payout of $1.000 and a split as the date interval ends before the end of the Pay period (27/06/2022 until 30/06/2022) with a payout of $571.43.


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