Pay runs are calculated, reviewed, and approved from the Pay Run page. The Payroll Overview page serves as an entry point to each pay run and does not host the calculation or approval workflow. The Calculate button on the Overview page is disabled and includes a tooltip that directs users to the Pay Run page.
The Pay Run Approval Wizard provides a guided flow for calculating and approving pay runs. Calculating a pay run checks for unpayable employees, identifies errors, and calculates taxes and deductions. Calculation does not approve the pay run, and changes can still be made before approval.
Approval Deadline
Pay runs must be approved before 11:00 am MT two days prior to the selected pay date to allow adequate time for processing and fund transfers. Funding for pay runs will be withdrawn from the funding bank account two days prior to the selected pay date.
All pay dates must be at least two business days after the pay period end date, unless a one-business-day submission schedule has been approved.
To avoid delays and potential issues with payroll disbursement, ensure that funds are available in the funding bank account on file before submitting payroll.
Example
A pay run with a Friday pay date must be approved before 11:00am MT on Wednesday.
Funding for the pay run will be pulled from the funding account on file on that Wednesday.
If the funding transaction cannot be processed due to insufficient funds, payments to employees cannot be processed and the pay date will be delayed.
Security
Users must have the following permission(s) to calculate payments:
Payroll → Workforce Payroll → Calculate Payments
Users must have the following permission(s) to approve payments:
Payroll → Workforce Payroll → Approve Payments
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Calculate a Pay Run
Calculating a pay run checks for unpayable employees, errors, and calculates taxes and deductions for the pay run. Calculating a pay run does not approve it, and changes can still be made prior to approval.
Follow these steps to calculate a pay run:
Click steps to expand for additional information and images.
1) Navigate to the Payroll Overview Page.
2) Click on the desired pay run.
3) Click Submit from the Pay Run Details page.
4) Review Warnings and resolve errors.
Clicking a warning button opens the related section so errors can be resolved.
For example, selecting Unpayable employees opens the Unpayable payments page.
5) Select a Pay Date.
This is the date that employees will receive direct deposit distributions and that will be printed on paper paychecks.
For payroll companies with a published payroll calendar, the pay date autofills for on-cycle pay runs. If the submission date has passed, a new pay date must be entered before the pay run is approved.
The pay date is editable. Pay date edits in the Pay Run Summary do not update the payroll calendar.
6) Click Calculate.
Calculating a pay run:
Checks for unpayable employees
Identifies errors and warnings
Calculates taxes and deductions
Calculation does not approve the pay run. Changes can still be made until approval.
After calculation, validation results appear inline and the pay run remains editable.
Review a Calculated Pay Run
Validation types
Errors block approval and must be resolved.
Warnings require review but may not block approval.
Resolve issues
Select a warning or error to open the related section.
Resolve issues directly within the Pay Run flow.
Once a pay run has been calculated the associated Pay Run Details screen and Payment Detail screen will reflect tax and deduction calculations.
R365 Best Practice
It is recommended to review employee totals prior to approving a pay run.
Follow these steps to review a calculated pay run:
Click steps to expand for additional information and images.
1) After calculating a Pay Run, return to the Pay Run Details page.
2) Review and address any errors at the top of the pay run summary (If applicable).
If there are no errors, move on to step 3.
Example error:
Clicking View Errors opens a new page where the error can be resolved.
3) Review employee totals.
4) Click the employee row to view payment details. (Optional)
Avoid clicking the employee’s name, which opens the employee record.
5) Review the employee earnings, deductions, and tax details. (Optional)
6) Add or edit earnings or deductions as needed.
Add or edit earnings and deductions by selecting Add Earnings or Add Deductions.
Clicking expand next to the earning or deduction expands the row and displays editable fields and a delete option.
7) Click Pay Run Details to return the Pay Run Details screen.
Schedule and Approve a Pay Run
Approving a pay run finalizes the pay run, authorizes withdrawal of the Total to Fund amount from the account on file, and locks the pay run so no further changes can be made.
Follow these steps to schedule and approve a pay run:
Click steps to expand for additional information and images.
1) After calculating a pay run, review Details from the approval wizard.
Review and confirm that all earnings and deductions for the pay run are accurate.
Once approved, no additional changes can be made.
2) Click approve to approve the pay run.
What happens after approval
Funding is withdrawn according to the approval deadline.
Payroll processing begins.
The approved pay run becomes read-only.
Pay run status and payment progress can be tracked from the Payroll Overview page.