Changing roster, timesheet or payroll periods

Changing periods in easyemployer for your rosters, timesheets or payroll is possible - but it can be a large undertaking, depending on what needs to be changed.

The changes need to be made by our team - and charges apply. The cost for changing a period varies depending on the size and complexity of your account - costs start at $800 + GST. Please contact us for a quote for changing your periods.

Please be aware that easyemployer cannot hold information in your account for different time periods for rosters, timesheets or payroll periods (i.e. easyemployer cannot hold data on rosters for both weekly and fortnightly periods). This means when a change is made to a period, all historical periods are affected and will be changed to the new frequency. Historical reporting of past periods will also be affected to reflect the change.

  • This means, when a past roster, timesheet, payroll period or any report is opened it will show as if the newly defined period was in effect at the time (not only the period in which the change was made).
    • i.e. if a roster was created when the period was weekly but your periods have since changed to fortnightly - all historical reporting and instances will be displayed as "fortnightly".

If any periods need to be changed, easyemployer will need to be notified at least 4 weeks before the change is required. This is to ensure that the desired changes can be made in the account and that appropriate testing can completed prior to the requested date.

 

Changing roster periods:

Changing from fortnightly to weekly - or weekly to fortnightly

  • This will change historical pay periods to the "new" period.
  • This will change any historical report generations

What we will do:

  • Discuss changes and consequences with the client. 
  • Perform checks to ensure that the change can occur in the account without loss of data
    • Performing testing of this period change on our testing environments
  • Notify appropriate organisation contacts of any issues that arise
  • Apply changes to the period on the agreed upon date  
    • Change the periods on client's live account
    • Auditing period change

 

What you need to provide/do:

  • Contact us at support@easyemployer.com to notify us of the change.
  • Advise us:
    • What the new frequency should be (weekly/fortnightly)
    • The date from which the change will need to take place (Ideally, this would be the first day of the new period)
    • The name of a key contact in the organisation that can discuss potential issues
  • Let us know if backup of data is required (clients can typically download historical reporting from easyemployer)
  • All of the above information must be submitted in writing to support@easyemployer.com as a reference point
  • NOTE: Please be advised that any data that might be required in the future should be backed up. It is your responsibility to get this data before the periods are changed. 
  • You will need to do any manual actions required during the period inbetween when your old period ends and your new period starts. As these actions depend on your particular situation - we will advise you what needs to be done.


NOTE: It is possible to have a weekly roster and a fortnightly timesheet.

  • However, this will affect the roster rules that are available.
    • This is because the weekly roster will not display fortnightly options for users to modify.
    • Issues may also arise when users trigger overtime warnings if they breach their fortnightly conditions.
    • Generally speaking, we do not recommend that the roster frequency should vary from the timesheet/payroll frequency.

 

Changing timesheet periods:

What we will do:

  • Discuss changes and consequences with the client. 
  • Perform checks to ensure that the change can occur in the account without loss of data
    • Performing testing of this period change on our testing environments
  • Notify appropriate organisation contacts of any issues that arise
  • Apply changes to the period on the agreed upon date  
    • Change the periods on client's live account
    • Auditing period change

 

What you need to provide/do:

  • Contact us at support@easyemployer.com to notify us of the change.
  • Advise us:
    • What the new frequency should be (weekly/fortnightly)
    • The date from which the change will need to take place (Ideally, this would be the first day of the new period)
    • The name of a key contact in the organisation that can discuss potential issues
  • Let us know if backup of data is required (clients can typically download historical reporting from easyemployer)
  • All of the above information must be submitted in writing to support@easyemployer.com as a reference point
  • NOTE: Please be advised that any data that might be required in the future should be backed up. It is your responsibility to get this data before the periods are changed. 
  • You will need to do any manual actions required during the period inbetween when your old period ends and your new period starts. As these actions depend on your particular situation - we will advise you what needs to be done.

 

Changing payroll periods:

  • Changing from fortnightly to weekly - or weekly to fortnightly

What we will do:

  • Discuss changes and consequences with the client. 
  • Perform checks to ensure that the change can occur in the account without loss of data
    • Performing testing of this period change on our testing environments
  • Notify appropriate organisation contacts of any issues that arise
  • Apply changes to the period on the agreed upon date  
    • Change the periods on client's live account
    • Auditing period change

What you need to provide/do:

  • Contact us at support@easyemployer to notify us of the change.
  • Advise us:
    • What the new frequency should be (weekly/fortnightly)
    • The date from which the change will need to take place (Ideally, this would be the first day of the new period)
    • The name of a key contact in the organisation that can discuss potential issues
  • Let us know if backup of data is required (clients can typically download historical reporting from easyemployer)
  • All of the above information must be submitted in writing to support@easyemployer as a reference point
  • NOTE: Please be advised that any data that might be required in the future should be backed up. It is your responsibility to get this data before the periods are changed.
  • You will need to do any manual actions required during the period inbetween when your old period ends and your new period starts. As these actions depend on your particular situation - we will advise you what needs to be done.

 

Changing the dates of your payrun:

  • The organisation wants to move payroll processing back or forward by a day / days. 

 

What we will do:

  • Discuss changes and consequences with the client. 
  • Perform checks to ensure that the change can occur in the account without loss of data
    • Performing testing of this period change on our testing environments
  • Notify appropriate organisation contacts of any issues that arise
  • Apply changes to the period on the agreed upon date  
    • Change the periods on client's live account
    • Auditing period change

 

 What you need to provide/do:

  • Contact us at support@easyemployer to notify us of the change.
  • Advise us:
    • What the new frequency should be (weekly/fortnightly)
    • The date from which the change will need to take place (Ideally, this would be the first day of the new period)
    • The name of a key contact in the organisation that can discuss potential issues
  • Let us know if backup of data is required (clients can typically download historical reporting from easyemployer)
  • All of the above information must be submitted in writing to support@easyemployer as a reference point
  • NOTE: Please be advised that any data that might be required in the future should be backed up. It is your responsibility to get this data before the periods are changed.
  • You will need to do any manual actions required during the period inbetween when your old period ends and your new period starts. As these actions depend on your particular situation - we will advise you what needs to be done. 

 

Things to consider

  • Generally organisations should already have PDFs of the payroll reports in easyemployer so these can be used for historical reporting as required (as changing the payroll period can affect where overtime falls)
  • A CSV can be produced in the payroll costs report if a CSV is required to export of the gross wages. This can be completed for a large date range.
  • If historical reporting is required at any time in the future the payroll period can be changed back on the Sandbox environment when necessary (additional charges apply here to change it back). 
    • The sandbox is a non-persistent server.  It resets each day based on your data on live.  Guide on the sandbox is here Accessing your Sandbox account

 

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