The article explains how to update employee dates within their employee information record for changes such as pay calculation profiles, base compensation, tax allowance settings, scheduled earnings and deductions, and direct deposits, using effective dates to ensure changes align with the correct pay periods, with examples for each scenario.
Pay Calculation Profile
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In this example, an employee is changing from being an “Hourly” employee to being a “Salaried” employee for the 2/20/26 check/pay date. Navigate to Employee Information, open the Profiles panel, and scroll down to the Pay Calculation.
- Select the +Add button within the Pay Calculation Profile section to add a new record
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Give the new record an Effective Date as the date in the PAY PERIOD you want this employee to be tracked as a Salaried (pay period is 2/1-2/15 for the 2/20 check date).
Base Compensation
- In this example, an employee is changing from being $20.50/hr to $27.00/hr for the 2/20/26 check/pay date.
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Navigate to Employee Information, Base Compensation (typically in the Main or Payroll tab).
- Select the +Add button within the Base Compensation widget to add a new record.
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Give the new record an Effective From date as the date in the PAY PERIOD you want this new rate to begin.
- Enter the start date of the pay period (2/1/26) to have the entire pay period at the new $27/hr rate.
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Enter a date in the middle of the pay period (2/8/26), to pay week 1 (2/1-2/7) at $25.50/hr and week 2 (2/8-2/15) at $27/hr.
- Enter the start date of the pay period (2/1/26) to have the entire pay period at the new $27/hr rate.
Tax Allowance Settings
- In this example, an employee is changing their Filing Status from 'Single' to 'Head of Household' for the 2/20/26 check/pay date.
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Navigate to Employee Information, Payroll tab, Tax Information widget, select Federal, State etc.
- Select the +Add button to add a new history record with a recent date.
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Give the new record a 'Date From' date the same as the current CHECK/PAY DATE
- If a new history record is not added, a change will retroactively affect the previously finalized pay statements' “Tax Allowance Settings” display, which is why a new entry is needed with a new check/pay date.
Scheduled Earnings
In this example, the employee will receive a $75 per payroll ‘Cell Phone Allowance’ earning every Month on the last pay date of the month. This should begin with the 2/24/26 check date.
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Navigate to Team, Employee Information, Payroll, Earnings widget.
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Select the Actions ellipsis icon
on the right of the Earnings widget, then click 'New Earnings'.
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Choose the appropriate earning from the dropdown list.
- The Begin Date will default to today’s date. Update the date to the CHECK/PAY DATE you want the scheduled earnings to begin (for example, 2/24/26).
- The End Date will populate as the 'end of time' (12/31/9999), but if you ever want to stop this earning from coming into payroll, enter a date prior to the CHECK/PAY DATE you want the earning to end.
- Enter an Amount and set the Frequency accordingly (Every Pay, Every Scheduled Pay, Every Other Pay, or Monthly).
- Click the Save & Add button.
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Select the Actions ellipsis icon
Scheduled Deductions
- In this example, the employee will receive a $50 per payroll ‘Uniform’ deduction to start with the 2/20/21 check/pay date.
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Navigate to Team, Employee Information, Payroll, Deductions.
- Select the Actions icon
- Choose the appropriate deduction from the dropdown list.
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The Begin Date will default to today’s date. Update this to the CHECK/PAY DATE you want the scheduled deduction to begin (example 2/20/26).
- The End Date will populate as the end of time (12/31/9999), but if you ever want to stop this deduction from coming into payroll, enter a date prior to the CHECK/PAY DATE you want the deduction to end, or a 'Goal' amount can be enabled to stop the deduction after a specific dollar amount is deducted.
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Deductions that are set up as Benefit Plans (e.g., Medical, Dental, and Vision) are handled differently based upon eligibility and enrollment start/end dates.
- Select the Actions icon
Direct Deposits
- In this example, the employee has closed their savings account and needs to stop the $100 deposit to that account starting with the 2/20/26 check/pay date.
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Navigate to Employee Information, Payroll, and the Direct Deposits widget
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Select the Actions ellipsis icon
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In the 'Active To' field, enter a date at least one day PRIOR to the CHECK/PAY DATE you want the direct deposit to stop (2/19/26 or any date prior to 2/20/26). Click Save.
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Select the Actions ellipsis icon