Pay cycles are the settings that dictate the frequency of pay and review of the salary payment from your organization to your employees. So go ahead and create as many pay cycles as you need to support your needs, from a startup to a multi-national organization, activating, editing, and deactivating.

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

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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

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

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

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

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

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

  • Inactive mode: 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

  • Cycle starts on date: 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

  • Review date: 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 shows 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 payroll system chosen

How to set up a pay cycle

Step 1: Details

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  1. From the left menu, select Settings > Pay cycles.
  2. Click + Add pay cycle to create a new cycle.

    Note: You can also click Manage on the pay cycle tile to edit an existing pay cycle or click the three-dot menu > Duplicate to duplicate an existing pay cycle and edit.

  3. Enter your pay cycle’s Name.
  4. Select who the pay cycle Applies to in your organization: All employees, Select by condition, or Select by name.
    • If you select Select by condition, click + Edit, then 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, then click Apply.
    • If you select Select by name, click + Select. Select specific employees, then click Select.

      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.

  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

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  1. Click Connect payroll systems or Manage payroll systems to connect your payroll integration.
    Tip: If you haven't integrated your payroll system already, see the Setting up payroll system integrations section of the Help Center.
  2. From the Payroll system dropdown menu, select the payroll system you’d like to link to this pay cycle.

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

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

    Notes:
    -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 SIN or create a custom Bob field.

  4. In What Data Syncs, select which reports will be downloaded into the payroll system. You may select New hires, then select whether to include them based on Start date or Creation date, and Include new hires that were added to Bob retroactively after their start date, and whether to include Changes, such as salary changes during the pay cycle, and Terminations, those who left permanently during the pay cycle.
  5. 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 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 payroll system chosen in the previous step.

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  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.

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.

Notes:
- 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 be archived before you delete the pay cycle.

FAQs

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 determines when your organization pays your employees and is the last day for editing and syncing information to the payroll system. The cycle will be closed the following day, and reports will be available for download only.

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?

It only included 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.