--- title: "Calculate and Approve a Pay Run" slug: "calculate-and-approve-a-pay-run" description: "Calculate and approve a pay run in R365 — review employee totals and warnings, then approve via the Pay Run Approval Wizard. Irreversible." updated: 2026-07-29T20:01:17Z published: 2026-07-29T20:01:17Z canonical: "docs.restaurant365.com/calculate-and-approve-a-pay-run" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Calculate and Approve a Pay Run Pay runs are calculated, reviewed, and approved from the [**Pay Run page**](/doc/docs/pay-run-details-page). The [**Payroll Hub page**](/doc/docs/payroll-hub-overview) 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**](/doc/docs/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. > [!CAUTION] > **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 Funding for pay runs will be withdrawn from the funding bank account two days prior to the selected pay date.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](/doc/docs/workforce-settings-account-page) on file before submitting payroll. > > > [!TIP] > > **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 → R365 Payroll → Calculate Payments Users must have the following permission(s) to approve payments: - Payroll → R365 Payroll → Approve Payments These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-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](/doc/docs/user-setup-security-and-location-access). --- ## Calculate a Pay Run Calculating a pay run checks for [unpayable employees,](/doc/docs/workforce-r365-payroll-unpayable-employees-report) 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 Hub Page**](/doc/docs/payroll-overview-page).** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XPKJ0GQV.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) ****2)** Click on the desired **pay run.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WVTQVJM7.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) ****3)** Click **Submit** from the **Pay Run Details** page.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1774462009827.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) ****4)** Review **Warnings** and resolve errors.** > [!NOTE] > Clicking a warning button opens the related section so errors can be resolved. > > For example, selecting **Unpayable employees** opens the [**Unpayable payments**](/doc/docs/workforce-r365-payroll-unpayable-employees-report#unpayable-employees-grid) page. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ETX1QX1I.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) ****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,](/doc/docs/payroll-calendar-page) 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](/doc/docs/pay-run-summary-details) do not update the payroll calendar. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-D61E4BIP.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-U9Q5DQPH.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) > [!NOTE] > 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](/doc/docs/pay-run-details-page) and [Payment Detail screen](/doc/docs/pay-run-details-page) will reflect tax and deduction calculations. > [!TIP] > 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.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1774462061286.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) ****2)** Review and address any errors at the top of the [pay run summary](/doc/docs/pay-run-summary-details) (*If applicable).*** If there are no errors, move on to step 3. Example error: ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GXOLHCHS.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) Clicking **View Errors** opens a new page where the error can be resolved. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6TDP84KZ.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) ****3)** Review employee **totals**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-R3LMN40P.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) ****4)** Click the employee row to view payment details. (*Optional)*** > [!NOTE] > Avoid clicking the employee’s name, which opens the employee record. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-5K79ZMW1.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) ****5)** Review the employee **earnings, deductions, and tax details**. (*Optional)*** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-2ZIS46M8.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) ****6)** [**Add or edit earnings**](/doc/docs/r365-payroll-adding-and-editing-earnings) or [deductions](/doc/docs/r365payroll-add-or-edit-deductions-on-payments) as needed.** Add or edit earnings and deductions by selecting **Add Earnings** or **Add Deductions**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-UE95VP65.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) Clicking expand next to the earning or deduction expands the row and displays editable fields and a delete option. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RT7PYB2N.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) ****7)** Click **Pay Run Details** to return the [Pay Run Details screen](/doc/docs/pay-run-details-page).** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RH9Y2SBD.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) --- ## 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. > [!WARNING] > Once approved, no additional changes can be made. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8X2EN9M1.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) ****2)** Click **approve** to approve the pay run.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-UICTGH0F.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A48Z&se=2026-11-11T06%3A19%3A48Z&sr=c&sp=r&sig=Rui5GCYwtUgXlIaXKP27Rf9HNgkoyv4GR%2FvPK5zgAnU%3D) #### 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](/doc/docs/payroll-overview-page). A scheduled process in payroll systems to calculate and distribute employee payments for a specific period. Restaurant365