Payroll schedules define the deduction periods and pay dates that determine when employee contributions are processed. Keeping your schedules current ensures that deduction files are generated on time and that employee donations align with your payroll calendar.
Permissions
Anyone with the payroll manager user role can update payroll schedules.
Preparing and submitting payroll schedules
Payroll schedule updates are submitted to Benevity using the Payroll Schedule Workbook. Benevity handles the upload and sends a confirmation when your new schedules are active.
Note: Complete schedule updates a few months before the end of the calendar year to allow time for review and setup before your new schedules take effect.
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Download the Payroll Schedule Workbook.
Top tip: Use a fresh workbook for each unique schedule your organization maintains (for example, one for bi-weekly and one for monthly). Save and submit each as a separate file to keep schedules organized and easy to process.
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Complete the workbook with the specific dates for each payroll period. Before filling it out, review your final pay periods for the current year to ensure the new schedule picks up exactly where the old one left off. Include the following details for each period:
- Payroll Schedule Name: Use a clear naming convention, such as Company_USA_Bi-Weekly_YYYY.
- Period End Date (crucial): The cutoff date, set to one day before your payroll team needs the deduction file. For example, if the file is needed on January 15, 2026, set the Period End Date to January 14, 2026. The file will be ready for download on the morning of January 15.
- Client Pay Date: The actual date employees receive their paychecks.
- Client Pay Start and End Dates: Your internal pay period dates. Including these dates helps Benevity confirm that the new schedule aligns with your internal systems.
Verify that all dates follow the YYYY-MM-DD format and align with your organization's internal payroll calendar. Accuracy at this stage prevents processing delays and ensures employee contributions are deducted correctly.
Confirm that all departments supporting your payroll program, including IT and Finance teams managing file transfer automations, are aware of the new dates. Check that your systems are configured to pull the deduction file the day after the Period End Date listed in your new schedules.
Save each file using its specific schedule name (for example, Company_USA_Bi-Weekly_2026) and contact support to submit the completed schedules. Benevity will handle the upload and send a confirmation when your new schedules are active.