Module 3/4 30 min

Running a pay cycle and cross-checking it

Step 1 / 4·The calendar of one pay cycle

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Learning objectives — after this module you will:

Build a weekly payroll calendar
Run the cross-checks before closing payroll
Recognise the seven most common payroll errors

Learn ~8 min

The calendar of one pay cycle

Know what must finish before what.

Payroll has a particular character: a hard deadline that cannot move, and errors everyone sees immediately. The only way to do it calmly is a fixed calendar you stick to, rather than cramming it into the last two days.

Who does what at each stage

Stage	Inputs required	Accountable
Lock the data	Approved attendance, leave requests, pre-approved overtime	Line managers approve, HR consolidates
Enter changes	Hiring decisions, resignation decisions, pay adjustments, dependant records	HR admin enters, HR C&B verifies
Calculate and check	Current tax and insurance parameters, last period's payroll for comparison	HR C&B runs it, a second person cross-checks
Approve and pay	Checked payroll, transfer list	HR manager and finance approve

Spreadsheets and charts on a computer screen — Comparing this period's payroll against the last is the most effective single check — Photo: Luke Chesser / Unsplash

Key takeaway: Four stages with clear inputs and owners; always have a second person cross-check.

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