When setting up your payroll, another decision you have to make is paying employees weekly, bi-weekly, semi-monthly or monthly. Your choice has ramifications for your accounting department — and for your employees.
The first challenge is to make sure everyone understands the terminology, including the employees. If the employees are confused, you will spend hours in staff time later explaining to frustrated employees who didn’t set aside enough money to pay bills.
Most confusion comes when explaining the difference between a bi-weekly and semi-monthly system. Under a bi-weekly approach, employees receive 26 paychecks per year. On a semi-monthly system, those same employees are paid slightly less often — 24 times — and receive slightly larger checks.
Although it is an elementary point, it needs to be made to employees — under either system the employee will get the same base annual salary, which is simply divided by either 26 or 24 to determine the pay checks.
The biggest drawback to the bi-weekly scheme is that it doesn’t coincide with calendar months and can be confusing not only to employees, but to accounting departments.
Furthermore, bi-weekly pay runs can cause havoc to monthly budgets and costing analysis. Given that there are 52 weeks in a year, these weeks do not necessarily divide themselves neatly into 12 months. There will be certain months in the year where three pay runs are required within one calendar month; this can complicate any budget or costing estimate that is done on a monthly basis, as is the norm.
That confusion can be minimized by an online payroll service, which puts payroll accounting nearly on auto-pilot. There is a cost difference in performing payroll more often; see our price calculator to calculate the difference for your business.
From the employee perspective, the semi-monthly payroll run is the easiest to calibrate against monthly living expenses, although many prefer the slightly more frequent paychecks.
The key is to make sure employees are told upfront exactly what the payroll scheme is and to make sure there is absolutely no confusion so they can coordinate their bill paying accordingly.