This article describes how to configure Pay Periods using HF Web
(available via Admin > Award Config > Pay Periods).

What are Pay Periods?

Pay Periods are generated in Humanforce so the system is aware of your Payroll pay cycles.  The system supports any number of pay periods which can then be allocated to the pay company.

A pay company can only have one current pay period, so where you have multiple pay periods, we would create separate pay companies in Humanforce to support running separate pays for each pay period.

The pay period defines the cycle (e.g. Weekly, Fortnightly) as well as the start day (e.g. Monday).

Where Pay Periods are used

The Pay Periods configured in Admin>Award Config>Pay Periods are used when configuring Payroll Companies in Admin>Award Config>Payroll Companies when defining an employee's employing entity.

Enabling Access

The ability to View and to Add/Edit Pay Periods are controlled by two permissions. 

To activate these permissions:

• In HF Web, go to Admin > Security Config > Access Levels
• For the relevant Access Level row, click Edit
• Click on the Permissions tab
• Search for pay period
• Find the permissions under Maintenance Screens
  • For read only access to the Pay Period page, tick Pay Periods
  • For add/edit access to Pay Periods, tick Allow editing
• After making your selection, click Apply Changes

Viewing, Adding and Editing Pay Periods

The main Pay Period page displays all active Pay Periods.

The page also offers the following functionality:

• Search
• Show/Hide Inactive records (inactive records are hidden by default)
• Deactivate/Activate Pay Period (only with allow editing permission)
• Add (only with allow editing permission)
• Edit (only with allow editing permission)

If the Add button and the Manage column are not visible, the 'Allow editing' permission is not active.

Adding/Editing a Pay Period

To add a new Pay Period, click the Add Pay Period button in the top right of the screen.

To edit an existing Pay Period, click the edit (pencil) icon found in the Manage column against the record you wish to edit.

In the Add or Edit window that appears, you can edit:

1. Name - the name entered will be visible in the 'Period' dropdown on the Rosters screens (32 character limit)
2. Period Length - split into two fields:
   • Numeric value - the number of days or months the Pay Period should cover (cannot be 0, defaults to 7)
   • Interval - select 'Days' or 'Months' as required
3. Start Date - the configured Pay Period will only be visible on rosters which are on or after the date entered. The date entered can be in the past. 

Deactivating/Activating a Pay Period

• To view inactive records, toggle the Show Inactive Pay Periods. This will update the table to include records in an Inactive status.

• Pay Periods in an Active status can be deactivated by clicking the Deactivate icon against the required record. The deactivated record will no longer be visible where the inactive records toggle is not selected. Inactive records cannot be edited.
  
• Pay Periods in an Inactive status can be activated by clicking the Activate icon against the required record. The status will be updated to 'Active' and the record will be editable.