The Payroll Calendar defines pay periods and pay dates for R365 Payroll. It ensures accurate, timely payments and a consistent compensation schedule for each payroll company.
Payroll administrators use the Payroll Calendar to configure pay cycles, submission deadlines, and pay dates. Each payroll company can have one Payroll Calendar.
Supported pay frequencies include weekly, biweekly, semi-monthly, and monthly.
Payroll Calendar Pages
Payroll Calendar Page
The Payroll Calendar page shows all pay cycles, pay dates, and payroll submission deadlines for the selected payroll company.
From this page, payroll administrators can:
View pay cycles and submission deadlines
Creating a Payroll Calendar
Creating or editing a calendar opens the Payroll Calendar Wizard. The wizard guides setup through a structured, multi-step process.
During setup:
Select a pay frequency.
Define the first pay period.
Select the first pay date.
Review submission deadlines and holiday behavior.
After saving, the pay frequency cannot be changed. If the wrong frequency is selected, a new Payroll Calendar is required.
Payment Frequency Types
Select a pay frequency when creating the Payroll Calendar.
Frequency | Description | Pay Periods per Year |
|---|---|---|
Weekly | Once a week | 52 |
Biweekly | Every two weeks | 26 |
Semi-monthly | Twice a month | 24 |
Monthly | Once a month | 12 |
Tip: Weekly payroll often works best for hourly employees. Semi-monthly or monthly payroll often works best for salaried employees.
Pay Periods and First Pay Dates
Pay date behavior depends on the selected frequency.
Key rules:
Pay dates must occur at least two business days after the pay period end date.
Companies with an approved one-business-day submission schedule may use a shorter timeline.
A pay date may occur before the pay period end date, but the system displays a warning that must be acknowledged.
When creating the calendar:
The first pay date is editable
The pay period end date auto-fills based on the selected frequency
Early Pay Date Example
In some scenarios, a pay date occurs before the pay period ends.
Example:
Pay period: Feb 1 – Feb 7
Pay date: Feb 6
In this case, the system displays a warning indicating the pay date occurs before the pay period end. Acknowledge the warning to confirm the configuration is intentional.
Submission Deadlines
Submission deadlines determine when payroll data must be finalized for processing. These deadlines align with pay dates and help ensure payroll completes on time.
Missing a submission deadline may delay payroll processing.
Holidays and Pay Date Adjustments
During setup or review, configure how pay dates behave around holidays.
Options include:
Moving pay dates earlier
Moving pay dates later
Submission deadlines adjust automatically based on the selected behavior. These settings help prevent pay delays during holidays. For details, see the holiday calendar documentation.
Edit or Delete Payroll Calendar
A Payroll Calendar can be deleted only when:
All pay periods are complete
No payments are pending, scheduled, or in progress
Common alerts include:
“Cannot delete — pending pay runs exist.”
“Deletion blocked — calendar contains scheduled payments.”
Complete or cancel affected payroll actions before retrying deletion. If future pay periods exist, edit the calendar instead of deleting it.
Tip: If future pay periods exist, edit the calendar instead of deleting it.