How to Setup a Bi-Weekly Payroll Calendar

by Grace Ferguson; Updated September 26, 2017
Set up a biweekly payroll calendar according to when employees get paid.

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.

Step 1

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

Step 2

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

Step 3

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 .

Step 4

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

Step 5

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

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

About the Author

Grace Ferguson has been writing professionally since 2009. With 10 years of experience in employee benefits and payroll administration, Ferguson has written extensively on topics relating to employment and finance. A research writer as well, she has been published in The Sage Encyclopedia and Mission Bell Media.

Photo Credits

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