--- title: "Off-Cycle Pay Runs Overview" slug: "off-cycle-pay-runs-overview" description: "Off-cycle pay runs in R365 — process payroll outside the regular schedule for bonuses, corrections, or termination payouts." updated: 2026-07-29T20:01:55Z published: 2026-07-29T20:01:55Z canonical: "docs.restaurant365.com/off-cycle-pay-runs-overview" --- > ## 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. # Off-Cycle Pay Runs Overview Off-Cycle Pay Runs allow payroll to be processed outside the established [Payroll Calendar](/doc/docs/payroll-calendar-overview). They are created manually from the [Payroll hub](/doc/docs/payroll-hub-overview) page when a payment needs to be issued between regular pay cycles — such as a bonus, correction, or termination payout. Off-cycle pay runs start with no employees pre-populated. Employees must be added manually after the pay run is created, either by importing earnings and deductions or by using the Add Employees button. --- ## Off-Cycle Pay Run Window The Off-Cycle Pay Run window sets the initial parameters for the pay run. Select **Create** to create the pay run. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-H2BOKIPQ.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A39Z&se=2026-11-11T06%3A19%3A39Z&sr=c&sp=r&sig=imke4CghwhvpX304O%2BHwaNOg9Dpn92aVhrKtOMBibP4%3D) --- ## Adding Employees to an Off-Cycle Pay Run Because off-cycle pay runs start with a blank slate, employees must be added after the pay run is created. There are two methods: ### Import earnings and deductions Use the Imports button to upload a file containing employee earnings and deductions. This adds employees and their pay data in a single step. For detailed steps, see [Importing Earnings and Deductions](/doc/docs/pay-runs-import-earnings). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6L6VQ0XT.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A39Z&se=2026-11-11T06%3A19%3A39Z&sr=c&sp=r&sig=imke4CghwhvpX304O%2BHwaNOg9Dpn92aVhrKtOMBibP4%3D) ### Add employees manually Use the Add Employees button to manually select and add employees to the pay run. Earnings and deductions can then be entered directly on each employee record. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0DEMSKHT.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A39Z&se=2026-11-11T06%3A19%3A39Z&sr=c&sp=r&sig=imke4CghwhvpX304O%2BHwaNOg9Dpn92aVhrKtOMBibP4%3D) Separated employees do not appear in the default employee list. To include a separated employee, select the **Show Separated Employees** checkbox when adding employees. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Q39KWEA1.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A39Z&se=2026-11-11T06%3A19%3A39Z&sr=c&sp=r&sig=imke4CghwhvpX304O%2BHwaNOg9Dpn92aVhrKtOMBibP4%3D) --- ## Editing Tax Method and Pay Date After the pay run is created, **Tax Method** and **Pay Date** can be updated directly on the pay run page. Both fields become locked once the pay run is finalized. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-SY6SY9LI.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A39Z&se=2026-11-11T06%3A19%3A39Z&sr=c&sp=r&sig=imke4CghwhvpX304O%2BHwaNOg9Dpn92aVhrKtOMBibP4%3D) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-F5RP649X.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A39Z&se=2026-11-11T06%3A19%3A39Z&sr=c&sp=r&sig=imke4CghwhvpX304O%2BHwaNOg9Dpn92aVhrKtOMBibP4%3D) --- ## Off-Cycle Pay Run Details This screen shows all employee payments in the pay run and any related issues. Review all entries and resolve any issues before submitting. Select **Submit** to submit the pay run. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GESI5A5S.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A19%3A39Z&se=2026-11-11T06%3A19%3A39Z&sr=c&sp=r&sig=imke4CghwhvpX304O%2BHwaNOg9Dpn92aVhrKtOMBibP4%3D) --- ## Journal Entries Two types of journal entries in R365 Accounting are associated with pay runs: payroll journal entries and funding journal entries. ### Payroll Journal Entries Payroll journal entries contain estimated amounts from the DSS, actual amounts from the approved pay run, and the GL distribution difference. They are created based on the selected payroll company and payroll clearing settings. For more detail, see [Funding and Payroll Journal Entries](/doc/docs/funding-and-payroll-journal-entries). ### Funding Journal Entries Funding journal entries record the bank transaction when a pay run is funded. How entries are created depends on the payment method: - **Tips paid by check** — The payroll journal entry debits and credits Tips Payable to reflect that the payment has been created but not yet cleared. Once the check clears, the funding journal entry debits Tips Payable and credits the bank account to complete the transaction. - **Direct deposit** — Tips Payable is debited and the bank account is credited in a single entry. No additional step is needed. A batch payroll cycle in R365 that calculates and distributes employee payments for a specific pay period. A pay run moves through three phases — preparation (importing earnings from the DSS and adding adjustments), calculation and approval, and paycheck distribution — and generates associated payroll and funding journal entries. Approving a pay run is irreversible. Restaurant365 Daily sales summary (DSS) Record generated by daily data sent from the POS that may include sales, labor, menu items, and payment details. The value recorded for an account, metric, or activity that reflects what actually occurred, not what was scheduled, estimated, ordered, planned, or forecasted. An entity configured in Payroll Admin that defines the employer of record for a group of employees. It controls tax registration, pay calendars, and how paycheck runs and journal entries are grouped. A journal entry created automatically when a pay run is approved, recording wages, taxes, deductions, and employer contributions to the general ledger. It must be reviewed and approved separately from the pay run itself. Journal entry (JE) Record posted to the General Ledger to document financial activity.