A recurring pay run is a standard pay cycle that runs on consecutive dates and a fixed schedule, based on the frequency that your employees are paid (i.e. weekly, fortnightly or monthly). They are ongoing over time, until you need to make changes.
A recurring pay run set up in PaySauce creates a new pay run with the same settings and employees when you close/finalise the current pay, and links the information from previous recurring pay runs together. This is the pay run that you expect to see when you go to the Run a Pay icon.
It is possible to have more than one recurring pay run on different schedules, for example fortnightly for some employees and weekly for others.
When you need to create a one off payment outside of your normal pay period cycle, you should use a one off payment by following the instructions here:
You may need to create a new recurring pay period if:
You want to change your pay frequency (fortnightly to weekly, for example)
You want to change the date range that your pay period covers (for example, changing from Monday - Sunday to Tuesday - Monday)
You want to 'skip' a date range where you didn't pay any employees
Creating a new recurring pay period
From the Run a Pay screen click on the '+New Period' button on the right-hand side.
Choose the appropriate frequency in 'period type'. The frequency is used to calculate PAYE rates.
Set the start date of the period.
Enter a group name if required.
Select the appropriate Costing template if you use one.
Set ‘is recurring’ as ‘Yes.’
For the setting 'If payment day falls on a non-business day' select either 'pay after' or 'pay before'.
Choose what day you would normally pay your employees.
For 'pay card import' select no.
Select how you want to add employees to the pay. 'All' will add all your current employees. If you choose 'selected' you can tick the box next to the name of the employees that you want to add to the period.
Click Ok at the bottom when you are done with the configuration of the recurring pay.
Skipping pay periods
From time to time there will be occasions when you have no employees to be paid in an existing pay run date range, particularly if you have a lot of casuals or work is seasonal.
If you have been running a series of weekly, fortnightly or monthly pays that are recurring (i.e. the new pay run is created when you close a pay) it links the date ranges and averages for each employee in that pay to the previous data. For that reason, you cannot edit the start dates of the existing recurring pay.
If need a new date range to start a new series of recurring pays (to skip over previous ones where no-one was paid) you can delete the existing pay period by clicking on the cross next to the pay period date range at the top of the page to the right-hand side.
You can then click the +New Period button and create a new pay period with the date range that you now require, using the instructions in this article. Overall, this will still link the previous recurring pay run series with your new recurring pay run date ranges.
Exception
If your employee was not paid because they were:
On ACC
On Parental Leave
On a period of unpaid leave for some other reason, and are standard hours/salaried
Then you should use the appropriate leave or payment options to record the period of no payment. For example, employees on parental leave should be set as on parental leave, with the parental leave entry recorded in each pay run.
This is important for keeping accurate records and leave calculations.
Filing
If you do not pay any employees in a particular period, you will not be able to close and finalise a pay with no value to submit a 'nil file' to IRD.
If PaySauce are managing your PAYE (as your PAYE intermediary) and have periods of time where you do not regularly pay employees, please notify PaySauce Support so we can update your filing status with IRD.
Changing your pay day
Recurring pay periods have settings to indicate what day is pay day. While you can choose a different date when you close the pay, if you want to change your pay day permanently you can update this in your pay period settings.
Click on the edit pencil to the right of your pay period dates in the top right of your screen.
Use the 'pay date rule' drop down to select which day should normally be the pay day (in relation to your pay period dates). For example, 'Tuesday after end date' means that pay day will be set to the Tuesday after your pay period ends.
Click Ok at the bottom of the settings window.