How to Setup a Bi-Weekly Payroll Calendar

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Set up a biweekly payroll calendar according to when employees get paid.
Set up a biweekly payroll calendar according to when employees get paid. (Image: Thinkstock/Comstock/Getty Images)

A biweekly payroll is easier than a semimonthly payroll to understand because it happens on the same day every two weeks, such as every other Tuesday or Friday. A semimonthly payroll happens twice per month, but some months have more days than others; therefore, pay dates and pay amounts can vary. A payroll calendar helps employees to understand when they will be paid and when time cards are due. You can use a spreadsheet or office suite program to setup a biweekly payroll calendar.

Center the heading for your payroll calendar at the top of the page. For example, Biweekly Payroll Calendar for 2011.

Create the following columns: Pay Date, Pay Period Start Date, Pay Period End Date, Time Card Submission Deadline.

Enter the information under the respective columns; use a regular calendar as your guide. For example, if employees are paid every other Friday, the pay date for Friday, May 27, 2011 might include a pay period start date of Sunday, May 8, a pay period end date of Saturday, May 21 and a time card submission date of 9 a.m., May 23. To allow enough time for payroll processing, biweekly employees are normally paid lag, which comes after the conclusion of the pay period. In the example just explained, employees are paid a week lag since the May 27 pay date does not include work hours for that week .

Use colored fonts to emphasize specific information, such as early time card deadlines due to a holiday.

Give applicable managers and supervisors a copy of the calendar so they can distribute to their employees. Save the template on your hard drive and update it if needed.

Tips & Warnings

  • Some employers hire a professional printing company to make payroll calendars.

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