Pay cycles in bob are the settings that dictate the frequency of pay and review of the salary payment from your organization to your employees. No matter your needs, setting up a pay cycle in bob is easy and configurable to suit your specific needs. So go ahead and create as many pay cycles as you need to support your needs, from startup to multinational organization, activating, editing, and deactivating as needed.

Note: to begin working on a pay cycle, at least one payroll integration must be set up in bob.

Some basics before we begin

As pay cycles are recurring, note the following terms and settings that you’ll encounter when setting up your pay cycle:

  • Pay cycle owner: the person/people in your org who will receive the notification to review the specific pay cycle information before it closes

  • Pay cycle statuses (as appear in the Payroll Hub):

    • Open: a cycle to which relevant employee data is being inputted to the relevant pay cycle reports

    • Pending review: a cycle that is about to close and requires the pay cycle owner’s review and action prior to its end date

    • Closed: a cycle that has ended and can no longer be acted upon, but may be reviewed via a downloadable report

    • Complete: a cycle for which all data has been synced with the target payroll system

  • Pay cycle modes (as appear in the Pay cycles settings):

    • Active: a pay cycle that is accessible in the Payroll Hub, and employee data will be fed into as relevant

    • Inactive: a pay cycle that is not accessible in the Payroll Hub, and employee data will not be fed into

  • Pay frequency: the frequency of the pay cycle, which can be either monthly, semi-monthly, bi-weekly, or weekly

  • Important cycle dates:

    • Cycle starts on: the first day of the pay cycle

    • Review date: the initial day during which the cycle can be reviewed and acted upon (i.e. data adjusted, synced, and/or downloaded), set X days before the cycle closes

    • Pay day: the day in which the organization is to pay the employees included in the specific pay cycle, set as X days after the cycle ends

    • Cycle range: the range between the first and last cycle dates during which the employee data will be available for review and action in an open, active pay cycle

  • Target payroll: the system to which you’ll send the payroll information to from bob, may either be an official integration or a custom connection via bob’s Payroll Connect

  • Data sync table: a table showing which data from bob’s fields will be transferred over to each payroll data report (new hires/employee changes/terminations) in the Payroll Hub. This payroll data selected will be then available for sync/download via the selected payroll system

How to set up a pay cycle

Details

In this step, you’ll define the pay cycle by giving it a name that will be visible in the Payroll Hub, setting up its frequency along with review and pay days, and selecting the pay cycle owner(s) who will be responsible for reviewing and acting upon the employee data.

Note: pay cycles, once created by clicking Next at the end of this step, may not be deleted (our Product team is working away on providing this feature to you!). To learn how to deactivate a pay cycle, go here.

  1. Click on Settings in bob’s main menu

  2. Select Pay cycles from the secondary menu

  3. Click on + Add pay cycle

  4. Enter your pay cycle’s name in the Name field

  5. Select who the pay cycle Applies to in your organization. You can make the following changes:
    Note: the following employee lifecycle statuses are included by default to align with the payroll report types that will be visible in the Payroll Hub for downloading or data syncing: Employed, Hired, Terminated via the Select by condition option

    1. To switch to applying to All employees, press the option button to its left
      Note: all employees does not include Hired and Terminated employees

    2. To switch to basing this on conditions, press the option button to the left of Select by condition

      1. Click Edit

      2. To add a new condition, click + Add condition

      3. Select whether you’d like to create conditions By Field or By Group

      4. Select the desired values in each of the dropdowns from left to right

      5. Repeat and add as many conditions as you’d like

      6. Click Apply once you’re done

    3. To remove or edit existing conditions in the Select by condition option, click + Edit

      1. To edit, click on the relevant dropdown and select the desired value

      2. To delete a condition, hover over it and click the trash icon that appears to the right of the condition

      3. Click Apply once you’re done

    4. To switch to applying to specific employees, press the option button to the left of Select by name

      1. Click Select

      2. Scroll or search to locate people and click on the box to their left to select

      3. Repeat as needed

      4. Click the Select button

  6. To switch to applying to All employees, press the option button to its left
    Note: all employees does not include Hired and Terminated employeesNote: once the cycle is set, the frequency may only be edited if the cycle is inactive.

    Note: once the cycle is set, the frequency may only be edited if the cycle is inactive.

    1. Monthly

      1. Select which day of the month a new cycle will begin using the Cycle starts on dropdown. The cycle will show as open upon this day.

      2. Select how many days before the cycle ends you’d like to send a notification to the pay cycle owner(s) to review the cycle and act upon the employee information (i.e. sync, download) before the cycle ends using the Review date dropdown. The cycle will show as pending review upon this day.

      3. Select the number of days after which the cycle ends is your pay day via the Pay day dropdown. The pay day is the day in which your organization pays your employees and is the last day for editing, syncing information to the payroll system. The following day, the cycle will be closed, and reports will be available for download only.

    2. Semi Monthly

      1. Select which days of the month a new cycle will begin using the Cycles start on Every dropdown. The cycles will show as open upon these start days.

      2. Select how many days before the cycle ends you’d like to send a notification to the pay cycle owner(s) to review the cycle and act upon the employee information (i.e. sync, download) before the cycle ends using the Review date dropdown. The cycle will show as pending review upon this day.

      3. Select the number of days after which each cycle ends is your pay day vid the Pay day dropdown. The pay day is the day in which your organization pays your employees and is the last day for editing, syncing information to the payroll system. The following day, the cycle will be closed, and reports will be available for download only.

    3. Bi-Weekly

      1. Select which day of the month the first cycle will begin using the First cycle starts on dropdown. The cycle will show as open upon this day, and a second bi-weekly cycle will open 14 calendar days afterward.

      2. Select how many days before the cycle ends you’d like to send a notification to the pay cycle owner(s) to review the cycle and act upon the employee information (i.e. sync, download) before the cycle ends using the Review date dropdown. The cycle will show as pending review upon this day

      3. Select the number of days after which the cycle ends is your pay day vid the Pay day dropdown. The pay day is the day in which your organization pays your employees and is the last day for editing, syncing information to the payroll system. The following day, the cycle will be closed, and reports will be available for download only.

    4. Weekly

      1. Select which day of the week the cycle will begin using the Weekly cycle starts every dropdown. The cycle will show as open upon this day of the week.

      2. Select how many days before the cycle ends you’d like to send a notification to the pay cycle owner(s) to review the cycle and act upon the employee information (i.e. sync, download) before the cycle ends using the Review date dropdown. The cycle will show as pending review upon this day

      3. Select the number of days after which the cycle ends is your pay day vid the Pay day dropdown. The pay day is the day in which your organization pays your employees and is the last day for editing, syncing information to the payroll system. The following day, the cycle will be closed, and reports will be available for download only.

  7. Scroll or search for one or more people in your org who will be the Pay cycle owner(s) via the dropdown. These people will get a notification to update payroll on the review date.

  8. Click Next

Target payroll

In this step, you’ll select which payroll system and bob payroll data reports you wish to sync with this pay cycle. To begin, follow the instructions below.

  1. Select the payroll system you’d like to link to this pay cycle from the Payroll system dropdown
    Note: if you only have one payroll system set up, it’ll be selected by default

    1. If you don’t have a payroll system set up yet, click on Manage payroll systems which will take you to the payroll integrations page. Go here to review the different ways you may manage and set up your payroll systems with bob.

  2. Check the boxes of what reports and data you’d like to sync from bob and into the selected payroll system in this pay cycle :

    1. New hires: the new hires in a given cycle. More options will appear below

      1. Using the first dropdown, select how to Include new hires based on a particular date:

        • Start date: by the employees’ official start date recorded in bob (Check the box if you wish to Include new hires that were added to bob retroactively after their start date, e.g. if an employee had started working before the current cycle but was created in bob within this cycle to ensure that they’re recorded in the payroll system)

        • Creation date: by the date in which the employees were created in bob

      2. If ADP WFN API is the selected target payroll system, then you’ll also have an option to select from ADP’s onboarding flows. From the ADP onboarding flow dropdown, select the ADP onboarding flow that is used by your org and best matches your pay cycle needs.

    2. Changes: the defined employee changes in a given pay cycle (e.g. salary changes, job titles) as set up in the selected payroll system integration

    3. Terminations: the employees leaving permanently as set up in the selected payroll system integration in a given pay cycle

3. Click Next

Data sync

In this final step, you’ll select which data you wish to include in each pay cycle per report type. The field names are pulled from the selected payroll system in the previous step.

  1. To select or deselect a field (per the Field name column), click on the relevant checkbox under the relevant report type (in the column headers)
    Note: some of the checkboxes may be in a faded grey, indicating that these fields are a must for the data to transfer from bob to the selected payroll system.

  2. To finish setting up your pay cycle, click Done. You’ll be directed to the main Pay cycles page from which you started.

  3. To activate your pay cycle, go here

How to activate, edit, and deactivate a pay cycle

Once a pay cycle is created, it may be activated, edited, or deactivated at any given time. Follow the steps below to do this.

How to activate a pay cycle

Once a pay cycle is created it needs to be manually activated in order for the relevant people and payroll data to be pulled into the payroll reports in the Payroll Hub. To do this, simply toggle on the Inactive toggle then press Confirm which will turn it on and into Active status.

A pay cycle may be manually deactivated at any given time.

How to edit a pay cycle

While pay cycles may not be deleted after they’re created, you may either edit or deactivate a pay cycle at any time.

Note: to change the frequency of an active cycle, first deactivate it.

If you’re still having issues, then please contact our support team at support@hibob.com or via the chat function here with your pay cycle name and desired frequency change, and we’ll be happy to assist.

  1. Click on Settings in bob’s main menu

  2. Select Pay cycles from the secondary menu

  3. Click on Manage of the pay cycle you wish to edit

  4. Edit the settings as needed per the set up instructions

How to deactivate a pay cycle

Pay cycles, once created, are inactive by default. If you wish to deactivate an active pay cycle, simply click on the Active toggle of the cycle you wish to deactivate then press Confirm so that it shows as Inactive status.

Deactivated pay cycles may be manually reactivated at any given time.

Need more help? If you’re unsure about anything please send us a message through the chat icon below.

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