Every pay run follows a schedule that was agreed when you joined Tempus. It sets out when we need your information, when we send your pay run to you for approval, and when your employees are paid. Each pay run depends on everyone doing their part by the agreed time.
This article explains why cut-off times matter, what we need from you, and how to give us the longest possible lead time on the things that change most: new starters and terminations.
⚠️ Note: Your schedule is set out in your onboarding documents and in the pay run emails we send you. If you are unsure of your dates, please contact Tempus Support via support@payrollbytempus.com and we will aim to assist you.
A pay run is a chain of steps. We collect your information, prepare the pay run, you check and approve it, and then it is submitted so your employees are paid on the right day. If one step runs late, the steps after it have less time or can't be completed.
Some deadlines are outside our control and yours, such as the payment cut-off times set by banks. Late changes leave little room to check the work properly, and that is how mistakes are made.
⚠️ Note: The most important thing is that your employees are paid correctly and on time. Meeting the agreed cut-offs is the best way to achieve this.
Submit your pay run information by the agreed cut-off. This includes hours, timesheets, leave, pay changes, bonuses and reimbursements.
Approve timesheets before the cut-off (if you use timesheets). Timesheets that are not approved cannot be included in the pay run. Our Approving Timesheets Ready For Payroll Processing article shows you how.
Check and approve the pay run promptly when we send it for review. We can't submit it until you have approved it.
Tell us early about anything unusual, such as one-off payments, back pay or a pay change effective from a past date.
We will remind you ahead of each cut-off.
We will prepare your pay run once your information is in, and send it to you for approval.
We will finalise your pay run & provide you payment information on the agreed day once you have approved it.
We will let you know straight away if we see something that needs your attention.
Most changes to your employees are known well before they happen, so there is no need to wait until the last minute to tell us. Both forms below are on the Forms page.
New starters. Once you have offered someone a job and sent them their paperwork, they often will not start for another 2 to 4 weeks. There is nothing stopping you from completing the "New Employee Request" form as soon as you have the employee's details, even before they set foot in the workplace. This gives us time to set them up properly and check the details are right before their first pay.
Terminations. Most resignations come with 1 to 4 weeks' notice. As soon as someone hands in their notice, or you know their last day, complete the "Request Final Pay" form. This gives everyone the longest possible lead time to get the details right (final pay, leave balances and the last day worked) before the final payment is processed.
⚠️ Note: If details change after you have submitted a form (e.g. a start date moves, or a last day is brought forward), please contact Tempus Support via support@payrollbytempus.com and we will update it. An early form that needs a small correction is much easier to manage than a late form with no time to check.
If your information arrives after the cut-off, we will always aim to help. However, we can't guarantee that late changes will be processed on the agreed payday. Depending on timing, a late change could be processed as a separate payment or included in your next pay run.
⚠️ Note: If you know you will miss a deadline, tell us as early as you can by contacting Tempus Support via support@payrollbytempus.com. We can usually plan around it if we hear about it before the cut-off, not after.
If your payday, pay frequency or cut-off dates need to change, please contact Tempus Support via support@payrollbytempus.com as early as possible. Changes are best made between pay runs, and we will confirm the new dates in writing so everyone is working to the same schedule.
Add each cut-off and payday to your calendar.
Set a recurring reminder to approve timesheets before the cut-off.
Name a backup person who can send information or approve the pay run if you are away.
Add the "New Employee Request" form to your hiring checklist, and the "Request Final Pay" form to your resignation checklist.
If you have any questions about your pay run schedule or any of the above, please contact Tempus Support via support@payrollbytempus.com and we will aim to assist you.