Setting up Pay Period in Zoho People
What is meant by "Pay Period" in Zoho People?
In Zoho People, a pay period refers to a predefined timeframe during which employee work hours are tracked, payroll processes are automated, and reports are generated to ensure timely and accurate payment to employees.
Watch our help video on pay period configuration:
Setup Process (Administrators)
Pay Period can be configured from three places in Zoho People. Navigate to Settings > Leave / Attendance / Timesheet > Pay Period (under Configuration).
Click on Add Pay Period to setup a pay period for your organization (you can click an existing pay period from the list to edit).
Multiple pay periods can be added based on different locations and employment type. These settings can be configured based on how your organization operates.
- Pay Period Cycle: Select between monthly, weekly, biweekly, and half-monthly. Here, you specify the cycle of your pay period.
- End day: Select the end date of the pay period. The "Start day" will be auto-filled based on the date you have selected here.
For example, if the "End day" is selected as 25th July, then 26th of the previous month will be the start day of the pay period. (So in this example, the pay period will be from 26-June-2024 00:00 AM - to 25-July-2024 11:59PM) - Payroll processing day: Select the exact day on which the payroll is to be processed.
For example, if the "Payroll processing day" is selected as July 27th of July. Then payroll will be processed on 27-July-2024 at 11:59PM. - Payroll report generation day: Select when the payroll report is to be generated.
For example, if "last" is selected, the payroll will be processed on 31st-July-2024 at 00:00 AM. - Process leave encashment: Enable this option if your organization encashes the employee for their remaining paid leave balance.
- Auto Approve/Auto Reject pending approval requests: Choose if you want to approve/reject any pending approval requests, such as leave or timesheet requests. For example, when you select "Auto Reject," any leave requests that are yet to be approved will be rejected, and the leave balance will be reverted. This will ensure accurate payroll processing (for the number of days worked/paid leave not taken).
- Automatically convert absences to leave: Use this option if you want to automatically use the available employee's leave balance to convert existing absence records to approved leave. Leave balance taken will follow the order (top-to-bottom) configured here. Note: No approval will be triggered for this process. An indication will be displayed for system added leave).
- Lock: Enable to prevent changes to records after the payroll processing day (in the above example, no changes will be allowed post 27-July-2024).
- Applicable to: You can configure pay period based on employee role, work location, and employment type.
If an employee is eligible for role-based, location-based, and employment type–based pay period settings, the system will follow this order of priority: Employment based type > Location based type > Role based type.
NOTE
In Zoho People 5.0, pay period settings define the cycle (e.g., monthly, bi-weekly) for which employee work hours, attendance, and leave data are tracked. These settings directly feed into payroll processing, ensuring accurate salary calculations based on the defined timeframes.
In Zoho People 5.0, pay period settings define the cycle (e.g., monthly, bi-weekly) for which employee work hours, attendance, and leave data are tracked. These settings directly feed into payroll processing, ensuring accurate salary calculations based on the defined timeframes.
Payroll processing software uses this structured data to compute pay, taxes, and deductions. The payroll report generation acts as the final checkpoint—it consolidates all relevant inputs (attendance, pay period data, etc.) into a comprehensive summary, helping HR verify and finalize payouts before transferring data to payroll platforms like Zoho Payroll or external systems.
Click the links below to learn more about the corresponding payroll processing integrations:
Click the links below to learn more about the corresponding payroll processing integrations:
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