Learn how to set up one or more pay cycles when employee data is sent to your payroll provider.

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Get the most out of Bob

  • Whether you're a small startup that needs a single pay cycle, or a multi-national organization with many different pay cycles, it's simple to create and manage payroll cycles.
  • Pay cycles and the settings you assign to them will influence the frequency of salary payments and reviews from your organization to its employees.
  • A data sync table shows which data from Bob’s fields will be transferred over to each payroll data report (new hires/employee changes/terminations/time off) in the Payroll Hub. This payroll data selected will then be available for sync/download via the payroll system chosen.

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

Before you begin

Familiarize yourself with Payroll hub terms with the Payroll hub glossary.

How to set up a pay cycle

Step 1: Details

  1. From the left menu, select Settings > Pay cycles.
  2. Click + Add pay cycle to create a new cycle.
  3. Enter a Name for the pay cycle.
  4. Select who the pay cycle Applies to in your organization:
    • All employees.
    • Select by condition
      • Click + Edit.
      •  Click + Add condition.
      • Select the desired values in each dropdown menu from left to right.
      • Repeat and add as many conditions as you’d like.
      • Click Apply.

        Note: You can edit an existing condition if you click on the relevant dropdown menus and select the desired values, or also delete a condition when you hover over a condition, then click the trash icon that appears to the right of the condition. Click Apply once you’re done.

    • Select by name.
      • Click Select.
      • Choose specific employees.
      • Click Select.
  5. In the Pay frequency dropdown menu, select Monthly, Semi Monthly, Weekly, or Biweekly.
  6. Select the day(s) the Cycle starts on, the Review date for when the pay cycle owner will receive a notification, and Pay day.
    This will create a visualization of the pay cycles in a table so that you can review the frequency.
  7. Select the Pay cycle owner(s).
    These people will get a notification to update payroll on the review date.
  8. Click Next.

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

Step 2: Target payroll

  1. In Target payroll system:
    • From the Payroll system dropdown menu, select the payroll system you’d like to link to this pay cycle.
      • If you need to make any changes to the payroll integration, click Manage payroll systems to open the integration settings.
      • If you haven't set up the payroll integration yet, click Connect payroll systems to connect the integration. To learn more, follow the instructions for the payroll integration in the Payroll integrations section.

        Note: If you only have one payroll system set up it will be selected by default.

  2. If using multiple companies in TriNet or Paylocity, select the desired Company id from the dropdown.
  3. If using ADP Canada API, select the Tax ID from the dropdown.

    Note: All people included in the pay cycle must have the same tax ID, i.e. either all from US or all from Canada. SSN is a default Bob field, so organizations may either use the default “National ID” Bob field for the SSN or create a custom Bob field.

  4. If using Xero UK or Xero AU, select the Organisation this payroll will be assigned to in Xero.
    Then, from the Xero calendar dropdown, select the calendar it will apply to.

    Note: The Xero calendar dropdown will include only calendars you have set in Xero which use the frequency selected in the Frequency section of the Details step above. E.g., if you selected Weekly in the Pay frequency dropdown then only Weekly calendars will be displayed. 

  5. In What Data Syncs, select which reports will be downloaded into the payroll system.
    Chose one or more of:
    • New hires:
      • Choose whether to include them based on Start date or Creation date.
      • Check the Include new hires that were added to Bob retroactively after their start date to ensure new hires are included in the current payroll cycle that began before they started.
    • Changes.
    • Terminations.
  6. In Records added after sync, choose what happens if any records are added after the last sync in the cycle but before the cycle has ended: Either Include records in current cycle or Push records to next cycle.
  7. Click Next.

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

Step 3: Data sync

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

  1. Select or deselect the relevant report type columns for each Field name.

    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. Click Done.

Note: If the Target payroll system selected in Step 2 creates reports as XML files the fields will be displayed in a hierarchy format.

Step 4: Sync automations

  1. Click Set Up Sync for each report you wish to schedule a sync.
  2. Select Manually, Regularly, or By cycle, then select Frequency, Days, and Time (if applicable) in the dropdown menus.

    Note: If you select Manually, there will be no sync automation, and the sync will only be triggered upon clicking Sync each time you wish to sync the payroll data.

  3. Mark Apply to all reports in this cycle if you wish to apply the sync schedule for each cycle’s reports.
  4. Click Save.
    Notification of sync will be sent via email and indicate whether the sync was successful, unsuccessful, or partially successful in syncing.

Note: If you mark Apply to all reports in this cycle and it overrides (an) existing automation(s), you will be notified when you click Save. This step is only relevant to reports that can be synced via API or SFTP.  Scheduled sync is not possible for the file download option. You can still manually trigger a data sync even when sync automation has been applied.

How to activate, deactivate, and archive a pay cycle

  1. From the left menu, select Settings > Pay cycles.
  2. From the three-dot menu of your pay cycle, select Activate, Deactivate, or Archive, then click Confirm.
    Your pay cycle is now Active, Inactive, or Archived.

How to restore and delete an archived pay cycle

  1. From the left menu, select Settings > Pay cycles.
  2. Enable Include archived.
  3. Click Restore from the pay cycle you wish to restore or hover over the right-hand side of the pay cycle you want to delete, then click the trash icon.
  4. Click Confirm.
    If you restore your pay cycle, it will turn to Inactive status. To review and send data for this pay cycle again, you will be required to activate it again. If you delete a pay cycle, it cannot be restored, and its data cannot be synced to the payroll system.

Note: The pay cycle you wish to delete must first be archived before you delete the pay cycle.

FAQs

How do I edit a payroll cycle
To edit a cycle, from the left menu, select Settings > Pay cycle. Then click Manage in the pay cycle tile and edit the required sections.

When will the pay cycles open and close?
The pay cycle opens depending on what you choose in the Cycle starts on dropdown menu. Select which day of the month a new pay cycle will begin using the Cycle starts on dropdown menu. The Pay day selection will determine when your organization pays your employees; Be aware, it is the last day for editing and syncing information to the payroll system. The cycle will be closed the following day, and reports will only be available for download.

Which people can be included in the Select by Condition option?
People whose Lifecycle status is marked as Employed, Hired, and Terminated are included by default to align with the payroll report types for downloading or data syncing.

Which people are included in the All employees condition?
All Employees includes people whose Lifecycle status is marked as Employed. The All employees selection does not include people whose Lifecycle status is marked as Hired and Terminated.