A paystub memo is a note that appears on an employee or contractor pay stub. Adding a paystub memo is like leaving a friendly sticky note on a paystub. A quick memo can clarify what's going on, whether it's a bonus, a policy update, or a "Great job, team!"
If you'd like to include a paystub memo on an upcoming pay run, first you'll need to know who the memo is for. There are two options:
- A paystub memo for an individual or specific group: This memo appears on an individual's or specific group's payroll.
- A paystub memo for the whole company: This memo will appear on all paystubs within a specific pay period(s).
Add a paystub memo
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Create a memo for the whole company
1. In the navigation menu, go to Payroll > Paystub memos.
2. Click Create a memo.
3. Under Who is this memo for?, select The whole company.
4. Under Frequency, select how often this memo should be sent:
- Once on next pay period (excludes off-cycle): add the memo to the next regular payroll paystubs
- Custom: add to memo to a specific date range
- Select a Start date and an End date
- (Optional) Select the checkbox next to Include off-cycles to include the memo on any off-cycles processed within the selected date range.
5. Under Memo, enter the contents of your memo. You can use up to 500 characters.
6. Click Save.
Tip! Remember to save your memo before leaving the page or the memo will be removed. The memo will be listed as an active memo until it has been applied to the applicable pay period(s).
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Create a memo for an individual or specific group
1. In the navigation menu, go to Payroll > Paystub memos.
2. Click Create a memo.
3. Under Who is this memo for?, select A specific person or group of people.
4. Use the drop-down menu to select the individual(s) who you want to receive this memo. If more than one individual is selected, there will be a memo box for each individual.
Note: If you decide that you do not want an individual to receive a memo during this process, click Remove.
5. For each individual, select the pay period(s) this memo will be applied to. This will display in each individual’s box if multiple people are selected.
Note: If all the people from the same pay group are selected, the system will display an option to Use the same pay period for everybody.
6. Enter the contents of your memo, then click Save. A memo will be listed as active until it has been applied to the applicable period(s).
Tip! You can add additional individuals at the bottom of the page by clicking Add another memo.
Manage paystub memos
Once you have created a paystub memo, you may wish to view, edit, or delete that memo.
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1. In the navigation menu, go to Payroll > Pay stub memos.
2. (Optional) Review the list of active memos or use the Filter button to filter by date ranges or memo type.
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1. In the navigation menu, go to Payroll > Pay stub memos.
2. (Optional) Review the list of active memos or use the Filter button to filter by date ranges or memo type.
3. Select Edit to update the memo for the remaining time in the period set. This does not retroactively update memos.
4. Make the changes, then click Save.
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1. In the navigation menu, go to Payroll > Pay stub memos.
2. Locate the memo you want to delete, click the drop-down arrow, and select Delete.
You have now removed the memo from any future payrolls in the date range selected.