Ditch the payday scramble in 2026. Here’s how to build and manage a payroll calendar

Tired of the payday scramble? Let’s turn payroll from a recurring headache into a smooth, predictable and even dare we say, fun process. This guide will help you create a rock-solid payroll calendar, bringing order and peace of mind to you and your team.

What is a payroll calendar?

Think of a payroll calendar as your business’s financial heartbeat. It’s a simple but powerful document that maps out every important date in your pay cycle for the entire year. It tells you when to run payroll, when your team gets paid and when payroll taxes are due. This isn’t just a nice-to-have. It’s a non-negotiable tool for any employer who wants to pay their people accurately and on time, every time.

Understanding pay periods and their importance

Now let’s talk about pay periods. A pay period is the consistent timeframe you pay your employees for their work. It could be a week, two weeks or a month. Having a predictable cycle is crucial. For you, it means better financial planning and a streamlined process. For your team, it provides the stability they need to manage their own finances. A consistent pay period builds trust and shows your employees you’ve got their back.

Common pay period calendar arrangements

There are a few different ways you can schedule your pay runs, and there’s no one-size-fits-all answer. The right rhythm depends on your business, your cash flow and your team’s needs. Let’s walk through the most popular options so you can find the schedule that works best for you.

• Weekly pay schedule: Paying your team every week can be great for employees in industries with fluctuating hours, like hospitality or trades. It offers them quick access to their earnings. However, it also means running payroll 52 times a year, which can create a heavy administrative load if you’re doing it manually.
• Bi-weekly pay schedule: This is one of the most popular choices in Canada, and for good reason. You pay your employees every two weeks on a specific day, resulting in 26 pay periods a year. It strikes a great balance between providing regular pay for your team and keeping your admin tasks manageable.
• Semi-monthly pay schedule: With a semi-monthly schedule, you pay your team twice a month on two set dates, like the 15th and the last day of the month. This results in 24 pay periods a year. It’s consistent from a budgeting perspective, but can be tricky to manage for hourly employees since pay periods can end in the middle of a work week.
• Monthly pay schedule: Paying once a month simplifies things significantly, with only 12 payroll runs per year. This can be great for your administrative workload and cash flow forecasting. It’s a common choice for businesses with mostly salaried employees, but a longer wait between paycheques might not be ideal for all workers.
• On-demand pay schedule: Welcome to the new world of earned wage access. On-demand pay gives your employees the flexibility to access their earned wages whenever they need them. It’s a game-changing benefit that reduces financial stress and boosts employee satisfaction, without impacting your company’s cash flow.

How many pay periods are in a year?

The math here is pretty simple, but it’s essential for budgeting and planning. The number of paydays in a year depends entirely on the schedule you choose.

• Weekly: 52 pay periods
• Bi-weekly: 26 pay periods (with the occasional year having 27 like 2026)
• Semi-monthly: 24 pay periods
• Monthly: 12 pay periods

Knowing this number helps you forecast your payroll costs with confidence and avoid any surprises down the line.

Payroll Schedule	Number of Pay Periods	Pay Date
Weekly	52 (or 53) pay periods	Every week
Bi-weekly	26 (or 27) pay periods	Every other week
Semi-monthly	24 pay periods	Twice per month
Monthly	12 pay periods	Once per month

How to choose a payroll schedule for your business

Deciding on your pay frequency involves weighing a few key factors. You need to think about your industry standards, your administrative capacity and what your employees prefer. Consider your cash flow. Can you comfortably manage weekly payroll or does a monthly schedule make more sense for your budget? Using a modern payroll platform can automate much of the work, making more frequent schedules easier to handle.

How to make a pay period calendar for 2026

Ready to build your own? It’s easier than you think. Start by picking your pay period frequency. Then, grab a 2026 calendar and mark all the federal holidays. From there, map out each pay period, the corresponding pay date and your internal deadline for processing payroll. Be sure to give yourself enough buffer time to handle any corrections or last-minute changes.

Streamlining payroll processing with a calendar

A well-planned calendar does more than just tell you when to run payroll. It transforms the entire process from a reactive chore into a smooth, proactive system. When you know your deadlines well in advance, you can collect timesheets, approve leave and process payments without the last-minute panic. This helps you stay ahead, reduce errors and make payday a seamless event for everyone.

Managing bi-weekly pay effectively

Since bi-weekly is the most common schedule, let’s talk about its unique quirk: the three-paycheck month. Because there are 26 pay periods, two months in the year will have three paydays instead of two. This can be a surprise for budgeting if you’re not prepared. A good payroll calendar will highlight these months clearly, so you and your employees can plan accordingly. With software like Employment Hero, these calculations are handled automatically, so you can manage it like a pro.

Aligning payroll schedules with compliance requirements

Your payroll calendar is also a tool to help you manage your obligations. Different pay schedules can impact how you handle things like statutory holiday pay, overtime calculations and deductions. Your calendar should be a guide to keep you on track with remittances to the Canada Revenue Agency (CRA) and any provincial requirements. A clear process, supported by your calendar, is your first line of defence in staying organized.

Tips for avoiding payroll errors

Payroll mistakes can be costly, both in terms of money and employee trust. A clear calendar is your best friend in preventing them. By setting firm deadlines for timesheet submissions and approvals, you reduce the chances of manual errors from rushed work. Automating your payroll with a platform like Employment Hero takes this a step further, calculating wages, deductions and taxes for you, so you can get it right every single time.

Communicating payroll schedules to employees

Don’t keep your shiny new payroll calendar to yourself. Share it with your team. When employees know exactly when to submit their hours and when to expect their pay, it eliminates confusion and reduces the number of payroll-related questions you receive. Post it on your company intranet or share it through your HR platform. Clear communication shows you’re organized and that you respect their time and financial planning.

Create your payroll calendar today

You’ve got the knowledge, now it’s time for action. Stop putting it off. A clear, organized payroll calendar will free up your time, reduce stress and make your employees happier. It’s a win-win. 

And if you’re looking to take the work out of payroll completely, see how Employment Hero’s automated payroll software can transform your business. From vacation pay to statutory holiday calculations to overtime pay, Employment Hero effortlessly automates payroll calculations to give you the control, clarity and confidence you need with running payroll in 2026.