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Payroll Frequency

Overview

ProPay uses the payroll frequency settings to determine scheduled pay dates for each client. Proper configuration ensures accurate payroll processing and timely scheduling.

Selecting Pay Frequency

Choose the primary pay frequency for the employer:

  • W - Weekly
  • B - Biweekly
  • S - Semimonthly
  • M - Monthly

Click the appropriate box to select the most common pay frequency for this employer. This becomes the primary pay frequency, and any new employees will default to this setting.

Note: While some employees may be paid on a different frequency, the primary pay frequency determines when the client appears on the weekly call schedule.

Weekly and Biweekly Payrolls

Pay day of the week

For Weekly and Biweekly payrolls, specify the pay date as any day of the week (1-7):

  • 1 = Sunday
  • 2 = Monday
  • 3 = Tuesday
  • 4 = Wednesday
  • 5 = Thursday
  • 6 = Friday
  • 7 = Saturday

Call day of the week

For Weekly and Biweekly payrolls, specify the day when the client must be contacted to submit payroll hours and information. Use the same numbering system (1-7) as above.

1st pay date (biweekly only)

For Biweekly payrolls, enter the first payroll date for that client. ProPay creates scheduled pay dates by adding increments of 14 days, starting from the 1st pay date.

Semimonthly and Monthly Payrolls

Pay day 1 and pay day 2

For Semimonthly and Monthly payrolls, specify the pay dates as days of the month (1-31):

  • Pay day 1: The first pay date of the month
  • Pay day 2: The second pay date of the month (Semimonthly only)

Example: If a client pays semimonthly on the 5th and the 20th, set Pay day 1 to "5" and Pay day 2 to "20".

Note: If Pay day 1 is the 1st of the month, click "1" to set it.

Call day 1 and call day 2

For Semimonthly and Monthly payrolls, enter the dates of the month when the client must be contacted to submit payroll information.

Call Time or Reporting Method

This setting applies to all payrolls. Enter the time when you must call your client for payroll hours, or specify the reporting method:

  • Enter a specific time for phone calls (for example, "10:00 AM")
  • Enter FAX if the client faxes payroll information
  • Enter ONLINE if the client submits payroll information online

Tip: Always set an agreed-upon time to call your client. Don't rely on them to call you.

Troubleshooting

Issue: Incorrect pay dates appearing

  1. Verify the selected pay frequency is correct.
  2. For Weekly/Biweekly: Check the Pay Day of the Week setting.
  3. For Biweekly: Confirm the 1st Pay Date is correct.
  4. For Semimonthly/Monthly: Verify Pay day 1 and Pay day 2 settings.

Issue: Client missing from weekly call schedule

  1. Confirm the primary pay frequency is set correctly.
  2. Verify the Call Day of the Week (for Weekly/Biweekly) or Call day 1 and Call day 2 (for Semimonthly/Monthly) are configured.
  3. Check that the client is marked as Active in the Edit Client screen.

Issue: Missed payroll submissions

  1. Confirm the Call Day settings are correct.
  2. Verify the Call Time or Reporting Method is accurately entered and communicated to the client.
  3. Ensure the client understands their responsibilities for timely submissions.

See Also

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