Payroll Frequently Asked Questions
- What are the pay period options?
- Can I set the pay period to start and stop at specific times?
- What are the payment dates for specific pay periods?
- What time is payroll processed at?
- How many payment attempts are made if the initial payment attempt fails?
- What happens if I change a user’s pay rate midway through the pay period?
- What if I don’t want a user to be paid automatically for the pay period?
- Will users be paid for past time tracked through Hubstaff prior to using automatic payroll?
- Can I send international payments?
- How does Hubstaff’s payroll handle different currencies?
- Can you approve or deny payments?
- Are there any payroll fees?
- What if a user is paid twice monthly (16th and 31st) and the month has less than 31 days?
What are the pay period options?
You can select weekly, bi-weekly, twice per month, and monthly.
Can I set the pay period to start and stop at specific times?
No. The start and stop times are fixed depending on the pay period you have selected. For example, if you choose weekly, the pay period will start on Monday at 00:00 UTC and end on Sunday at 23:59 UTC. Payroll will then be processed on the following Monday.
What are the payment dates for specific pay periods?
- Weekly: Every Monday
- Bi-Weekly: Every other Monday
- Twice per month: 16th and 31st of the month
- Monthly: 31st of the month
The payments are sent the next day after your billing period ends. So if the billing period ends on the 19th, then the payment is sent on the 20th at 21:00 UTC. You can always see when this will be by looking at the billing period under the “Payroll” page:
The payment date will be one day after the last day of the period.
What time is payroll processed at?
Payroll is processed at 21:00 UTC. If the payment fails or there is an error, the payment will be attempted again on the following day at 20:00 UTC.
How many payment attempts are made if the initial payment attempt fails?
The system will automatically try again 10 times. You can also force a retry attempt yourself by clicking on “Payments” on the sidebar menu, then clicking the “Past” payments tab. You will see a list of all past payments, and can click “Retry” to attempt another payment. You may also choose to stop retries if you no longer want to send the payment request.
What happens if I change a user’s rate midway through the pay period? Will their payment be adjusted accordingly?
The rate used for payment is the last rate in the system at the time of payment. So changing a user’s pay rate won’t cause multiple different payment amounts.
What if I don’t want a user to be paid automatically for the pay period?
You can change the user’s payment method to manual or disable the user payment account if you want to prevent the user from being paid automatically. To do this, click on “Payments” on the sidebar menu, then click the “Actions” button to the right of a user you wish to change to Manual or you can click the “Disable” button in the dropdown.
If I have paid a user outside of Hubstaff, and then set them up for automatic payroll, will they be paid again for all their previous work?
No. The payroll system doesn’t process previous payments. Any time outside of the pay period will not be paid for. Additionally, any time that has been marked as paid in Hubstaff will not be processed in payroll. Only unpaid time for the current current will be paid.
Can I send international payments via Payroll?
Yes you can. Where you can send payments depends on the payment service you are using. To see a full list of supported countries by each payment provider, please take a look at the following resources:
- Payoneer Mass Payment supported countries
- Bitwage Payment supported countries
- PayPal Mass Payment supported countries
How does Hubstaff’s payroll handle different currencies?
Hubstaff’s payroll offers support for different currencies. The currency that you have enabled in your organization needs to have sufficient funds of the same currency in order for Payroll to be successful.
Your organization’s currency in Hubstaff is set to AUD. You are trying to pay your team for their work done and the total payment is 400 AUD.
In your payment account, you have 1000 USD and 200 AUD.
This payment would fail because there is not sufficient funds in the correct currency in the payment account. In order for this payment to be successful, you would need to ensure that your payment account either has $400 AUD or you would need to change your Hubstaff organization’s default currency to USD so the USD funds from your payment account would be used.
Can you approve or deny payments?
There isn’t a designated approval process for payments. If automatic payments are configured, you would need to make sure to add, edit, or delete time before the payment is sent.
Are there any fees for paying team members?
If you pay your team members through Hubstaff via one of our payroll options (Payoneer, PayPal, Transferwise or Bitwage), there are no fees charged by Hubstaff (we don’t take any percentage of the payments). The only fees are the nominal fees charged by the payment sites.
Payoneer – $3 per transfer are charged by Payoneer. Each member requires a transaction.
Bitwage – 3.5% + $0.30 for credit card transactions, 0.5% for ACH debits, 0% for ACH for credits, and fees starting at 1% for currency conversions.
What if a user is paid twice monthly (16th and 31st) and the month has less than 31 days?
If a user is paid twice monthly (on the 16th and 31st of each month), for months that only have 30 days (and February) the user will instead be paid on the 1st of the next month.